2021 summer oasis data handbook · web view2021/06/02 · 2021 summer oasis data handbook for...

2021 Summer OASIS Data Handbook for Schools and

DistrictsTest Window: May 17, 2021

Data Collection Starts: June 1, 2021Due Date: July 15, 2021

Include every student who has attended or transferred at any time from July 1, 2020 to June 30, 2021

Last Update: 6/2/2021

Table of Contents2021 Changes..............................................................................................................................................2

New Elements..........................................................................................................................................2

Deleted Elements....................................................................................................................................2

Changes within Elements........................................................................................................................2

New Errors and Warnings........................................................................................................................2

Changed Errors or Warnings....................................................................................................................2

Deleted Errors or Warnings.....................................................................................................................3

Instructions..................................................................................................................................................4

Data Elements.............................................................................................................................................5

Appendix A: 4 AAC 07.060. Student Records.............................................................................................24

Appendix B: Race/Ethnicity Descriptions...................................................................................................25

Appendix C: English Learners.....................................................................................................................26

Appendix D: Disability Definitions.............................................................................................................27

Appendix E: Homeless Definition..............................................................................................................31

Appendix F: Alaska Performance Scholarship Program.............................................................................32

Appendix G: State Report Manager (SRM) Record Layout........................................................................33

Appendix H: State Report Manager (SRM) System Validation Rules.........................................................35

Appendix I: A Guide to Frequently Asked Questions.................................................................................45

AgDA/AgDM Questions.........................................................................................................................45

Special Education Questions..................................................................................................................47

Completion Questions...........................................................................................................................48

Dropout Questions................................................................................................................................51

Free Lunch and Low-Income Questions.................................................................................................53

English Learner Questions.....................................................................................................................54

Entry/Exit Questions..............................................................................................................................55

Alaska Performance Scholarship Questions...........................................................................................58

Migrant Questions.................................................................................................................................59

Active Duty Parent/Guardian Questions................................................................................................59

Form #05-21-024 2Alaska Department of Education & Early Development

2021 Changes

New Elements [Conditional] — 9th Grade On-track – This element is used to indicate if a first-time 9th grader

earned one-quarter (1/4) of the credits required for graduation in their district.Deleted ElementsNoneChanges within Elements

Element 14, Disability, now includes code 16. Element 24, English Learner Status, now includes Provisionally Identified (PI). Element 25, EL Language, moved Alutiiq to Yupik language family. Element 39, Target Graduation Year, now includes 2024. Element 22, Exit/Withdrawal Type, now includes code 30.

New Errors and Warnings 74995 — [Error] — Disability Code 16 — If a student is coded with a disability code of 16, they

must have had at least one disability code of 15 in the prior year Summer OASIS at the same school. This rule does not apply if the student was not at the same school last year.

74996 — [Warning] — Disability Codes 15 and 16 I — A student should not be coded with a disability code of 15 for two consecutive years at the same school. A student should not be coded with a disability code of 16 for two consecutive years at the same school.

75001 — [Error] — 9th Grade On-Track not supplied for first-time 9th grader I — If a student was in 8th grade in the prior year’s Summer OASIS, is in 9th grade this year, and the value supplied for Target Cohort Graduation Year, data element 39, is current year plus 3 (i.e., 2024), then 9th Grade On-Track, data element 44, must be Y or N, otherwise, it must be left blank.

75002 — [Error] — 9th Grade On-Track not supplied for first-time 9th grader II — If a student was not in the prior year’s Summer OASIS, is in 9th grade in current Summer OASIS, and the value supplied for Target Cohort Graduation Year, data element 39, is current year plus 3 (i.e., 2024), then 9th Grade On-Track, data element 44, must be Y or N, otherwise, it must be left blank.

75004 — [Warning] — Grade not as expected based on prior year grade. — The grade is not the prior year’s Summer OASIS grade plus 1 (natural grade progression).

75005 — [Error] — Summer Transfer or Dropout Reported - If the student is entered as a summer transfer/dropout at a given school, then they must have appeared in that school in the prior year’s Summer OASIS with the most recent exit type being 13 or 14.

75006 — [Warning] — EL Status mismatch to prior year VIV — Most recent year’s Summer OASIS EL Status = M4 and current EL Status is not equal to LP or X.

Changed Errors or Warnings 74712 — [Error] Days Attendance More Than Possible — Days Attendance more than possible,

including the aggregate count for students with more than one enrollment period. 74713 — [Error] Days Membership More Than Possible — Days Membership more than

possible, including the aggregate count for students with more than one enrollment period. 74507 — [Error] School Does Not Have Any Students Served for Complete School Year — The

school does not have any students with reported AgDM = the number of reported days of student membership on the school calendar (except youth facilities).


74707 — [Error] — Disability – IEP on July 1 Mismatch — Now includes code 16 — If Disability Code is zero, 15, or 16 then IEP in Place July 1 must be X. If Disability Code is 2-14 then IEP in Place July 1 must be Y or N.

74705 — Error — EL Language Mismatch — Now includes Provisionally Identified (PI) — Student is flagged as EL (L1, LP, LT, or PI) but the Bilingual/English Learner Language type says “Not an English Learner” (code 99)

74719 — [Error] — Transfer to General Ed – Disability Mismatch — Now includes code 16 — If Disability code is zero, 15, or 16 then Transfer to General Ed must be X, if Disability code is 2-14, then the Transfer to General Ed must be Y or N.

74776 — [Error] — Invalid EL Status for KG Student — Now includes Provisionally Identified (PI) — First time KG students must have an EL Status = PI, L1, LT, or X

74777 — [Error] — Invalid EL Status for Grade 1 Student — Now includes Provisionally Identified (PI) — First time Grade 1 students must have an EL Status = PI, L1, LT, LP, M1, or X

74780 — [Error] — EL Status Mismatch to Prior Year I — Now includes Provisionally Identified (PI) — Any prior Summer OASIS EL Status = L1 and current EL Status = L1 or PI

74781 — [Warning] — EL Status Mismatch to Prior Year II — Now includes Provisionally Identified (PI) — Any prior Summer OASIS EL Status = M1, M2, M3, or M4 and current EL Status = PI, L1, LP, or LT

74788 — [Warning] — EL Status Mismatch to Prior Year VII — Now includes Provisionally Identified (PI) — Most recent year’s Summer OASIS EL Status = X and current EL Status not equal to PI, L1, or X 74798 — [Error] — Student must be at least 21 years old — Now includes code 16 — If Disability is not zero, 15, or 16 and Exit Type = 11, then a student must be at least 21 years old on September 1.

74793 — [Error] — Student Returned for Special Education Services without Receiving a Certificate — Students with Exit Type = 18 must have received an Exit Type = 20 or 21 in a prior year’s Summer OASIS submission

74798 — [Error] — Student must be at least 21 years old — Now includes code 16 — If Disability is not zero, 15, or 16 and Exit Type = 11, then a student must be at least 21 years old on September 1.

74994 — [Error] Disability Code 15 — If a student is coded with a disability code of 15, they must have had at least one disability code of 2-14 in the prior year Summer OASIS at the same school. This rule does not apply if the student was not at the same school last year.

74997 – [Warning] – Student no longer needing special education services — A student who was coded with a disability code (2-14) in the prior year Summer OASIS at the same school but no longer qualifies for special education services should not be coded 0. These students should be coded as 15.

Deleted Errors or Warnings 74727 – [Warning] — Exit Type/Grade Level Mismatch (Grade) III — If Exit Type = 12 then

Grade must be 7, 8, 9, 10, 11, or 12.


Instructions1. Districts will submit the data elements defined in this data handbook for each student who was

enrolled in the school district during the 2020-2021 school year through the State Report Manager (SRM) (srm.eed.state.ak.us/srm). SRM is an online automated data collection process where district staff will upload data files and receive immediate data validation.

Note: Students that have dropped out or transferred during the summer of 2020 should be reported, but with blank Entry and Exit Dates. For summer dropouts, use an Entry Type of 0 and an Exit Type of 0 (see FAQ #27 and validation rule 75005).

For summer transfers (including students that withdrew to attend the Alaska Military Youth Academy), use an Entry Type of 0 and the Exit Type that matches the exit event, (i.e., transfer). In either situation, leave AgDA and AgDM blank (see FAQ #52).

To accommodate the different computer systems in Alaska and to facilitate data reporting, districts have two file format options for reporting data:

- Tab-delimited (.TXT)- Comma-separated (.CSV)

For further instructions on submitting through the State Report Manager, please see Appendix G. Additionally, the Department of Education and Early Development (DEED) will open a test environment for the State Report Manager (srmtest.education.alaska.gov/srm/) on May 17. If your district is unable to submit the Summer OASIS file using the State Report Manager contact Tim Workman at [email protected] for assistance.

2. After the completed data file is submitted, the sender will immediately receive a validation summary report that lists any errors that need to be corrected and warnings where additional scrutiny is strongly advised.

3. The submitter must make corrections in original file to address the errors and warnings listed in the validation summary.

For a list of validation rules and error message details, please see Appendix H .

4. Corrections will be resubmitted through SRM. Repeat steps 1-3 until data is free of errors.

5. The submitter will certify that all data submitted through SRM are accurate.

Due Date: July 15, 2021Preferred: June 30, 2021

For further information regarding Summer OASIS, contact:John JonesResearch AnalystTelephone: (907) 465-8435 – John is currently working from home. Please leave a voicemail and he will call you at his earliest opportunity.


mailto:[email protected]

https://srmtest.education.alaska.gov/srm/

https://srmtest.education.alaska.gov/srm/

https://srm.eed.state.ak.us/srm

https://srm.eed.state.ak.us/srm

Email: [email protected]

Data ElementsNew text is red and italicized and listed on pages 2-3.

Element # Status Element Name Element Description

1 Required Alaska Student Identification Number

Student’s unique Alaska Student Identification number (AKSID). No student data will be accepted without a valid student ID number.

2 Optional District Student Identification Number

Unique student identifier the school district uses internally to identify individual students. This number is not to be confused with the Alaska Student Identification number (AKSID).

3 Required Student Name – Last

Student’s last name. Do not include Jr., Sr., II, III, or other suffixes.

4 Required Student Name – First

Student’s first name. Do not include Jr., Sr., II, III, or other suffixes.

5 Optional Student Name – Middle

Student’s middle name. Do not include Jr., Sr., II, III, or other suffixes.

6 Optional Name Suffix An appendage, if any, used to denote a student’s generation in the family (e.g., Jr., Sr., II, III). The use of periods is acceptable in this field.

7 Required City, Town, or Village

Name of the city, town, or village where the student lives.

8 Required Zip Code Zip or postal code where the student lives.9 Required Birth Date Student’s date of birth.

Format: MM/DD/YY or MM/DD/YYYY10 Required Gender Student’s gender

F = FemaleM = Male

11 Required Race or Ethnicity Student’s racial or ethnic background.1 White2 African American3 Hispanic (all students of Hispanic/Latino

ethnicity)4 Asian5 American Indian6 Alaska Native7 Two or More Races (not Hispanic/Latino)8 Native Hawaiian or Pacific Islander

See Appendix B for race/ethnicity descriptions and coding guidance.

12 Required School Identification

The school code as assigned by DEED. The first two digits represent the district while the last four digits



Number represent the specific school. A list of school identification numbers is available on DEED’s website. (education.alaska.gov/Alaskan_Schools/Public/DistrictandSchoolIDs.pdf)

13 Required Student Grade Level

This element is used to identify the grade level of the student at the time of entry. A leading zero is not required but is acceptable for codes 1 through 9.

PK Pre-KindergartenKG Kindergarten1 First Grade2 Second Grade3 Third Grade4 Fourth Grade5 Fifth Grade6 Sixth Grade7 Seventh Grade8 Eighth Grade9 Ninth Grade10 Tenth Grade11 Eleventh Grade12 Twelfth GradeAD Adult (previously exited diploma recipient only)

14 Required Disability This element identifies children with disabilities that received special education and related services at any point during the school year according to an individualized education program (IEP). Include students that transferred to general education during the school year. Do not create a new record/row for continuously enrolled students when tested or services are declined.

A leading zero for codes 0 through 9 is not required but is acceptable.

Codes 2 through 14 should include all children who had an IEP on file and received special education services at any time during the period of July 1, 2020 through June 30, 2021. Codes 15 and 16 should be used for the 1st and 2nd years after transferring to general education.

0 Not Receiving Special Education Services2 Cognitive Impairment3 Hearing Impaired (Includes Deaf)


https://education.alaska.gov/Alaskan_Schools/Public/DistrictandSchoolIDs.pdf

4 Speech or Language Impairment5 Visual Impairment6 Emotional Disturbance7 Orthopedic Impairment8 Other Health Impairment9 Specific Learning Disability10 Deaf-Blindness11 Multiple Disabilities12 Autism13 Traumatic Brain Injury14 Developmentally Delayed15 Student did not receive special education

services at any point in the current year but did receive services in the previous year.

16 Student was reported with disability code 15 last year and did not receive any special education services at any point during the current year.

For disability definitions, see Appendix D.

15 Required IEP in Place on July 1

This element is used to identify students who had an individualized education plan (IEP) in place in Alaska on July 1, 2020. Values of Y or N require a disability code of 2 through 14 in Element 14. Do not create a new record/row for continuously enrolled students when tested or when services are declined.

Y = Yes, this student had an IEP in place in Alaska on July 1, 2020. Include any student who was being served under IDEA Part B last year, who returned this year, and continued receiving special education services. Also include any students who were new to Alaska last summer who had an IEP in place by July 1, 2020.

N = The student did not have an IEP in place in Alaska on July 1, 2020 but the student was on an IEP at some point during the reporting period (July 1, 2020 through June 30, 2021). In other words, this student either arrived in Alaska after July 1, 2020 or did not receive an IEP designation until after July 1, 2020.

X = The student was not on an IEP at any point during the reporting period (July 1, 2020 through June 30, 2021).

16 Required Transfer to General

This element is used to identify students with an individualized education plan (IEP) who transfer to


Education general education at some point during the reporting period of July 1, 2020 through June 30, 2021.

This includes students who were receiving special education services at some point in the school year prior to consent for services being revoked by a parent, guardian, or student of legal age.

Y = Yes, this student had an IEP in place at some point during the reporting period, then transferred to general education sometime during the reporting period. These students must have a disability code other than zero, 15, or 16 for element 14.

N = No, this student had an IEP and did not transfer to general education sometime during the period of July 1, 2020 to June 30, 2021. In other words, this student continued to be served under IDEA, Part B or left school without transferring to general education. These students must have a disability code other than zero, 15, or 16 for element 14.

X = This student is not a special education student.

Please note that students who leave special education because they exited school (e.g., graduation, dropping out, etc.) should not be coded as Y based on these exit events.

17 Conditional (Disability Code 2-14)

Transfer to General Education Date

This element identifies the date that a student with an individualized education plan (IEP) transferred to general education. This date must fall within the current reporting period (i.e., July 1, 2020 through June 30, 2021).

If consent was revoked by a parent, a guardian, or a student of legal age, use the date that consent was revoked as the date of transfer to general education.

Leave this field blank unless a student is reported with a disability code of 2 through 14 in Element 14 and a value of Y in Element 16.

Format: MM/DD/YY or MM/DD/YYYY18 Required 504 Status This element is used to identify whether a student had

a 504 Plan in place on the last day of student membership, as indicated by the student’s exit date. Students with an active IEP must be marked as “N”


since the 504 services should be incorporated into the student’s IEP.

Y = Yes, this student had a 504 Plan in place on the last day of student membership.

N = No, this student did not have a 504 Plan in place on the last day of student membership.

19 Conditional (Enrolled)

Entry Date This element indicates the initial date of membership on which a student enrolled in a regular, alternative, or correspondence school and began to receive instructional services during the current school year. For students who enter at the beginning of the school year, list the first official day of student attendance.

If a student enters and exits multiple times during the school year, a separate record should be created for each occurrence. Additional records must include the actual date of re-entry, AgDA, and AgDM for each specific occurrence.

Leave this field blank for prior summer graduates, summer dropouts, summer transfers, and 2014-2015 or 2015-2016 Certificate of Achievement recipients who took a CCRA and were subsequently issued a diploma.

Format: MM/DD/YY or MM/DD/YYYY20 Required Entry Type This element is used to report the circumstances under

which a student enters a school. If a student enters and exits a school multiple times in a school year, use the appropriate code for each record.

Do not report a new entry when a student is promoted or demoted in grade mid-year and remains in the same school or for mid-year graduates.

0 = Non-enrolled student. This includes summer dropout, summer graduate, former student subsequently issued a diploma, or Interstate Compact graduate. This does not include students in kindergarten.1 = Transfer from a public school in the same school district2 = Transfer from a public school in a different public school district within Alaska3 = Transfer from a public school in a different state or


country4 = Transfer from non-district sponsored home schooling5 = Transfer from a private school6 = Transfer from an institution (with a diploma-track educational program)7 = Re-entry after a voluntary withdrawal from the same school (e.g., dropping out, prolonged illness, or temporary disability)8 = Re-entry after an involuntary withdrawal from the same school (e.g., expulsion)9 = Natural school progression. The student enters the school at the beginning of the school year after progressing from one school within a local system to another school in the same system (e.g., a grade 9 high school student who in the previous year was enrolled in grade 8 in the community’s middle school). Please use this code for PK and KG students entering school for the first time.10 = Returning student. The student enters the same school at the beginning of the school year as the one exited at the end of the prior school year.11 = Transfer from a credit recovery program. A credit recovery program is an academic program which allows students to retake courses and receive high school credit in an alternative setting.

21 Conditional (Enrolled)

Exit/Withdrawal Date

This element indicates the final date of membership before the student officially exits school. If the student entered and exited school multiple times during the school year, a separate record should be created for each occurrence.

When a student enters and exits the same school more than once in a school year, the exit date must reflect the final date, AgDA, and AgDM of each specific occurrence. Early graduation is not considered a new exit event.

For students who completed the school year and are expected to return, report the official last day of school as the exit date. For students who left prior to the end of the school year, report the date on which it officially became known that the student left school. For prior summer graduates, previously exited graduates, and Interstate Compact graduates, enter the date the diploma was issued. Leave this field blank for summer dropouts.


Format: MM/DD/YY or MM/DD/YYYY22 Required Exit/Withdrawal

TypeThis element is used to indicate the circumstances under which the student exited from school membership. If a student enters and exits a school multiple times in a school year, use the appropriate code for each individual record.

Do not make a new record/row when a student is promoted or demoted in grade mid-year and remains in the same school or for mid-year graduates. 0 = Summer dropout1 = Transfer to a public school in the same school district2 = Transfer to a public school in a different public school district within Alaska3 = Transfer to a public school in a different state or country5 = Transfer to a private school6 = Transfer to an institution with a diploma-track educational program7 = Graduated with a regular diploma10 = Death11 = Student reached maximum age for services without receiving a diploma, certificate of attendance, or certificate of completion. A general education student is of school age until reaching the age of 20 and a student with a disability may receive services until reaching the age of 22. This code is used when a student will be statutorily ineligible for services (e.g., students that have received a regular diploma) in the following school year, as described in FAQ #12.12 = Dropped out or discontinued schooling. A student is issued this code for reasons including, but not limited to: pursuit of a GED, entering military service, employment, family problems, pregnancy, alcohol and drug dependency, truancy, illness, administrative dropout, expulsion, leaving school for unknown reasons without a formal request for transfer of records, transfer to a non-district sponsored home school program, and transfer to an educational program that does not terminate in a regular diploma.13 = Ended year as a 12th grade student and is expected to return next school year as a 12th grade student.14 = Ended year as a PK-11th grade student and is expected to continue in the next school year as a regular returning student.15 = Prior summer graduate. Use this code for students


graduating with a diploma during the prior summer (July 1, 2020 to the beginning of school in Fall 2020). Report these students with Entry Type 0 (zero) and Exit Type 15. Leave the Entrance Date blank. Put in the official graduation date in the Exit Date.17 = Not the primary school of record. Use this code only when the student has graduated from two schools. 18 = Student receives Special Education transition services after receiving a Certificate of Achievement or Certificate of Attendance in a prior year.20 = Earned a Certificate of Attendance [4 AAC 06.790(5)]. Certificate of Attendance means a certificate earned by a student who is not able to complete regular or substitute courses described in 4 AAC 06.078(a), takes the alternate assessment described in 4 AAC 06.775(b), and completes at least 4 years of attendance in high school.21 = Earned a Certificate of Completion [4 AAC 06.790(6)]. Certificate of Completion means a certificate earned by a student who is not able to complete regular or substitute courses as described in 4 AAC 06.078(a), takes the alternate assessment described in 4 AAC 06.775(b), and completes the IEP goals.22 = 2014-2015 or 2015-2016 Certificate of Achievement recipient who was subsequently issued a diploma after receiving a valid score on a College and Career Ready Assessment. Certificates of Achievement were issued to students who completed all academic requirements for graduation except for receiving a valid score on a College and Career Ready Assessment. With the repeal of the requirement for a College and Career Ready Assessment, no new Certificates of Achievement may be issued. See 4 AAC 06.718.30 = Student withdrew to attend Alaska Military Youth Academy.

23 Required Enrollment – Last Day of School

This element identifies whether the student was enrolled on the last day of the school year during the reported enrollment period.

Y = Yes, this student was enrolled on the last day of school in this enrollment record.

N = No, this student was not enrolled on the last day of school in this enrollment record.

24 Required English Learner Status

On April 21, 2021, the SBOE voted to send a proposal to change EL exit criteria out for public comment. If the


regulations do receive board approval when they reconvene on June 9th and 10th, a composite score of 4.5 or greater on Tier B or Tier C of the ACCESS for ELLs assessment only would be required to exit English learner status. Because there is high confidence in the department that the new regulation will pass and because we received favorable feedback from districts regarding the regulation, we have decided to use the new criteria for this year’s Summer OASIS. We believe requiring only a composite score of 4.5 or greater to exit English learner status is the most likely path with the least amount of work for the districts.

This element is used to indicate whether a student has been identified as an English Learner (EL) at some point of the school year. A student with codes of PI, L1, LP, or LT will be considered “EL = Yes” for the reported school year. Students with a code of LT are exited from EL status at the end of the school year and will be in monitoring status at the beginning of the next school year.

Students with codes of M1, M2, M3, or M4 are former English Learners in monitoring status. Students in monitoring status will only be included in the EL subgroup for accountability purposes. Students with a code of X are not considered English Learners.

If a former English Learner has been re-identified in the reported school year, enter the status as LP and enter a comment in the Notes field to document that this student has been intentionally re-identified as EL. Also use the Notes field to explain any other special circumstances relating to the student’s EL status. See Appendix C for the definition of English Learner and FAQs #40 through #42 for more clarification regarding the reporting of English Learner Status.

PI = Provisionally identified English learner – A student who is very likely an English learner, but due to extended school closures, is unable to be formally identified with in-person screening using an approved screener. The student is provisionally identified as an English learner to provide English language development services until formal identification is possible.

L1 = First year of identification as an English Learner.


Student meets the definition of an English Learner and has scored at some point below the proficient level on a state-approved identification assessment of English language proficiency.

LP = A continuing English Learner that has been identified as EL in a prior school year and has not yet scored proficient on the annual state-approved assessment of English language proficiency.

LT = An English Learner who has scored at the proficient level and met the exit criteria based on the annual state-approved assessment of English language proficiency during the reported school year.

M1 = First year of monitoring for a former English Learner. The student should have been reported with a code of LT at the end of the previous school year.

M2 = Second year of monitoring for a former English Learner. The student should have been reported with a code of M1 at the end of the previous school year.

M3 = Third year of monitoring for a former English Learner. The student should have been reported with a code of M2 at the end of the previous school year.

M4 = Fourth year of monitoring for a former English Learner. The student should have been reported with a code of M3 at the end of the previous school year.

X = Not identified as an English Learner. This includes former English Learners who have completed their monitoring status.

Note that districts must use the ELP data results to determine which students have met the exit criteria prior to submitting Summer OASIS. To meet the exit criteria and be marked as LT, the English Learner must obtain a composite score of 4.5 or higher on Tier B or Tier C of the ACCESS for ELLs assessment only.

25 Required English Learner Language Type

This element designates the native language of an English Learner. Native language may also be referred to as the primary, first, or home language of a student whose native language is not English or whose language of influence is not English.

If a student’s native language is English, please enter


the language of influence instead. If a student speaks an unlisted language, use Code 30 and enter the language type in the Notes field. Note that languages are different than ethnicities; for instance, “Hispanic” is not a valid language selection.

31 = Albanian2 = Aleut (includes Sugcestun and Unangan)4 = Arabic5 = Athabascan (includes Ahtna, Deg Xinag, Dena’ina, Gwich’in, Han, Holikachuk, Koyukon, Upper Kuskokwim, Tanacross, and Tanana)7 = Cambodian (includes Central Khmer)8 = Chinese (includes Cantonese)41 = French11 = Filipino (includes Tagalog)32 = German33 = Haida34 = Hawaiian13 = Hmong15 = Inupiaq16 = Japanese17 = Korean19 = Laotian35 = Mein (includes Sino-Tibetan)20 = Native American (includes indigenous languages of North, South, and Central America except for Alaskan Native languages)45 = Nilo-Saharan (includes Nuer)42 = Palauan43 = Polish44 = Portuguese22 = Russian24 = Samoan47 = Somali25 = Spanish36 = Thai27 = Tlingit37 = Tongan28 = Tsimshian38 = Ukranian46 = Urdu29 = Vietnamese6 = Yupik (includes Central Yup’ik, Cup’ik, Alutiiq, and Siberian Yup’ik)30 = Other (specify the language type in the Notes field)99 = Not an English Learner


26 Conditional ELP Not Assessed Reason

This element is used to report the reason that an identified English Learner (with an EL status of L1 or LP) did not attempt the required annual English Learner Proficiency (ELP) assessment during the test window of February 3, 2020 through March 31, 2020. The English Learner must take either the ACCESS for ELLs or the Alternate ACCESS for ELLs (administered to qualifying EL students with significant cognitive disabilities).

The following codes are intended to represent situations that occurred in order to document the reason a student who was enrolled during the test window was not administered the required annual ELP assessment. Entering a value in this field does not absolve a district of the responsibility to test an English Learner.

1 = Transferred to a different school within the district during the test window and missed the dates that the tests were given within the schools of enrollment2= Exited or entered district during the test window and missed the dates that the tests were given in the district3 = Absent during the test period and during periods of opportunity for makeup tests.4 = Parent and/or student refusal to participate5 = District did not receive English Learner identification and ELP assessment information from the previous district as part of the student records and was unaware that the student was identified as an English Learner6 = Student was misidentified or miscoded as an English Learner, and the district has conferred with the department about the cause(s) of the misidentification7 = District oversight8 = Student enrollment occurred on or after March 1, 2020 and initial English Learner identification occurred after March 1, 20209 = Other reason (a reason must be listed in the notes field)10 = Kindergarten student was proficient on listening and speaking domains of the screener in the Fall but was not proficient on writing and reading in the spring. Not expected to assess in current year.

27 Conditional (KG-12)

Aggregate Days of Attendance (AgDA)

This element is used to indicate the total number of days that the student attended and was present. Attendance shall be recorded based upon the percent of the student’s normally scheduled instructional day.


Example: A student who is normally scheduled for two hours per day as a part-time student would be recorded with half a day in attendance if he were absent for one hour. The sum of a day of attendance and a day of absence must equal one.

A student may be counted present only when actually at school or when present at another school-sponsored instructional program. This can include authorized independent study, work-study programs, academically related field trips, and instruction for homebound students.

Do not include inservice days, teacher workdays, holidays, vacation days, and parent teacher days that do not meet the state minimum requirement for a day of attendance, as stated in 4 AAC 06.895. Partial day attendance is allowed, as defined by 4 AAC 06.895. An AgDA value exceeding the number of official school calendar days is not allowed.


Aggregate Days of Membership (AgDM)

This element is used to indicate the total number of days that the student was enrolled (i.e., the number of days the student was present plus the number of days the student was absent).

Do not include inservice days, teacher workdays, holidays, vacation days, and parent teacher days that do not meet the state minimum requirement for a day of attendance, as stated in 4 AAC 06.895. AgDM must be reported as an integer value (e.g., 0, 1, 2, etc.) See FAQs #2 through #6 for comprehensive instruction regarding membership reporting.


Full Day Unexcused Absence

This element is used to indicate the total number of days where a student was considered absent for an entire day for an unexcused reason.

Full Day Unexcused Absence must be reported as an integer value (e.g., 0, 1, 2, etc.).

30 Required Economically Disadvantaged (Low Income)

This element identifies whether a student is eligible during any portion of the reporting period for free or reduced-price school meals under the department’s Alaska Income Eligibility Guidelines for Free and Reduced Meals program, as defined in 4 AAC 06.899(5). Please refer to Guidance on Determining Economically Disadvantaged Status (education.alaska.gov/ESEA/TitleI-A/docs/Guidance_De


https://education.alaska.gov/ESEA/TitleI-A/docs/Guidance_Determining_Economically_Disadvantaged_Status_2017.pdf


termining_Economically_Disadvantaged_Status_2017.pdf) for additional information.

Y = Yes, this student is economically disadvantaged

N = No, this student is not economically disadvantaged31 Required Migrant (Title IC) This element indicates whether the student has been

certified as an eligible migrant student through the migrant student identification and recruitment process during any portion of the reporting period. Include all eligible migrant students regardless of whether those students received services from the migrant program. Visit the DEED Migrant Program webpage (education.alaska.gov/esea/TitleI-C) for more information about the definition of a migrant student (select “Child Eligibility” in the menu on the left).

Please contact Sarah Emmal, Migrant Program Manager, at [email protected] or 907-465-3826 should you have questions or require additional information.

Y = Yes, this student is certified as an eligible migrant student

N = No, this student is not certified as an eligible migrant student

32 Required Title IA Student (Targeted Assistance – not Schoolwide)

This element identifies students who receive any instructional or support services in a Title I Targeted Assistance school program.

Do not include students enrolled in Schoolwide Title I schools. Students in Schoolwide Title I schools should be coded as N.

Y = Yes, this student received instructional or support services in a Title I Targeted Assistance school program

N = No, this student did not receive instructional or support services in a Title I Targeted Assistance school program

33 Required Immigrant Student

This element indicates whether a student is identified as an immigrant at any time during the 2020-2021 school year.

The term “immigrant children and youth” means individuals who 1) are aged 3 through 21; 2) were not



https://education.alaska.gov/esea/TitleI-C

born in any state (including the District of Columbia or Puerto Rico); and, 3) have not been attending one or more schools in any one or more states for more than three full academic years [ESSA [20 U.S.C. 7011] (5)].

An immigrant student may or may not also be identified as an English Learner (EL).

Y = Yes, this student was identified as an immigrant student at some time during the 2020-2021 school year

N = No, this student was not identified as an immigrant student at any time during the 2020-2021 school year

34 Conditional (Immigrant)

Immigrant Student – First U.S. School Entry Date

This element is used to list the date of the first known entry into a United States school for an immigrant student.

If student records indicate that the student was enrolled in a school in another state (including the District of Columbia or Puerto Rico) or in another school district in Alaska, enter the month and year of initial entry into that school. Otherwise, enter the first date of entry into a school in the current district.

Format: MM/YY or MM/YYYY35 Required Active Duty

Parent or Guardian

This element identifies whether the student had a parent or guardian on active duty in any branch of the uniformed services of the United States. The uniformed services of the United States include the armed forces – Army, Navy, Air Force, Marine Corps, Space Force, and Coast Guard – the commissioned corps of the National Oceanic and Atmospheric Administration, and the commissioned corps of the Public Health Service [10 U.S.C. § 101(a)(5)], the Alaska National Guard, the Alaska Naval Militia, or the Alaska State Defense Force at some time during the 2020-2021 school year.

“Active duty” in the Alaska National Guard means the parent/guardian is a reservist in an activated status or in a full-time position. The time a member of the Alaska National Guard spends in training drills – one weekend a month, two weeks per year – is not considered active duty status.

Y = Yes, this student has a parent or guardian who was on active duty at some time between July 1, 2020 and


June 30, 2021

N = No, this student did not have a parent or guardian who was on active duty at some time between July 1, 2020 and June 30, 2021

36 Required Homeless Student (PK-12)

This element identifies whether the student enrolled in a public school and was identified as a homeless child or youth at any time during the regular 2020-2021 school year. See Appendix E for the definition of a homeless student. Visit the Homeless Educational Support (education.alaska.gov/esea/TitleX-C) webpage for additional information.

Please contact Cecilia Miller, the Education of Homeless Children and Youth program manager, at [email protected], should you have questions or require additional information.

Y = Yes, this student was identified as a homeless child or youth at some time during the regular 2020-2021 school year

N = No, this student was not identified as a homeless child or youth at some time during the regular 2020-2021 school year

37 Conditional (Homeless)

Unaccompanied Homeless Youth

This element indicates whether a homeless youth is also unaccompanied. An unaccompanied homeless youth is a young person not in the physical custody of a parent or guardian.

Y = Yes, this homeless student was an unaccompanied youth

N = No, this homeless student was not an unaccompanied youth

38 Conditional (Homeless)

Homeless Student – Primary Nighttime Residence

This element identifies a homeless student’s primary nighttime residence at the time of the initial identification of homelessness.

Note, students awaiting foster care placement may no longer be considered to be homeless after December 10, 2017.

1 = Shelters, transitional housing2 = Doubled-up (e.g., living with another family, couch surfing)3 = Unsheltered (e.g., abandoned housing, cars, etc.)



https://education.alaska.gov/esea/TitleX-C


4 = Hotels, motels39 Conditional

(Grade = 9, 10, 11, or 12)

Target Cohort Graduation Year

This element identifies the student’s Target Cohort Graduation Year, which is determined by identifying when a student enters grade 9 for the first time then calculating the expected graduation date based on a normal four-year progression.

For example, a student who enters grade 9 for the first time during the 2020-2021 school year would naturally progress to grade 12 during the 2023-2024 school year; therefore, that student’s Target Cohort Graduation Year is 2024.

2024 = First time grade 9 student in 2020-20212023 = First time grade 9 student in 2019-20202022 = First time grade 9 student in 2018-20192021 = First time grade 9 student in 2017-20182020 = First time grade 9 student in 2016-20172019 = First time grade 9 student in 2015-20162018 = First time grade 9 student in 2014-20152017 = First time grade 9 student in 2013-2014

40 Conditional (Graduates)

Collegiate Performance Scholarship Eligibility

Note: For the 2021 cohort of graduates, standardized testing requirements have been waived. This means that eligibility will be determined based on meeting the minimum course and GPA requirements for each eligibility track. Level of eligibility will be determined solely by meeting the existing rigorous curriculum and GPA requirements. This element identifies whether a graduate is eligible for the Alaska Performance Scholarship (APS) at the Collegiate level. Districts will review scholarship decision making criteria for each student to determine eligibility and award level. See Appendix F for detailed information regarding APS eligibility.

0 = Not eligible for an award1 = First Award Level (up to $4,755 per year)2 = Second Award Level (up to $3,566 per year)3 = Third Award Level (up to $2,378 per year)

41 Conditional (Graduates)

Career/ Technical Performance Scholarship Eligibility

Note: For the 2021 cohort of graduates, standardized testing requirements have been waived. This means that eligibility will be determined based on meeting the minimum course and GPA requirements for each eligibility track. Level of eligibility will be determined solely by meeting the existing rigorous curriculum and GPA requirements. This element identifies whether a graduate is eligible


for the Alaska Performance Scholarship (APS) at the Career/Technical level. Districts will review scholarship decision making criteria for each student to determine eligibility and award level. See Appendix F for detailed information regarding APS eligibility.

Please note that a student who qualifies for a Collegiate APS will qualify at a minimum at the same level for a Career/Technical APS.

0 = Not eligible for an award1 = First Award Level (up to $4,755 per year)2 = Second Award Level (up to $3,566 per year)3 = Third Award Level (up to $2,378 per year)

42 Conditional (APS Eligible)

Academic Option

This element identifies whether an Alaska Performance Scholarship (APS) eligible student is qualified for APS funding through the Math and Science academic track, the Social Studies and Language academic track, or both.

1 = Math and Science academic track2 = Social Studies and Language academic track3 = Both

43 Conditional (APS Eligible)

Grade Point Average

This element identifies the student’s grade point average, rounded to the nearest one hundredth of a point (e.g., “3.25”), as used to determine eligibility for the Alaska Performance Scholarship.

44 Conditional

(1st Time 9th

Grader)

9th Grade On-Track

This element is used to indicate if a first-time 9th grader earned one-quarter (1/4) of the credits required for graduation in their district.

Y = Student earned one-quarter (1/4) of the credits required to graduate in the district.

N = Student did not earn one-quarter (1/4) of the credits required to graduate in the district.

45 Conditional Notes Districts may use this field to make notes about data entered in the record, particularly to explain uncommon or unusual data.

Districts must use this field when an Other Language Type is reported in Element 25 or when Other Reason ELP Not Assessed is reported in Element 26.

This field may not be used as a substitute for entering required data in prior fields.


Appendix A: 4 AAC 07.060. Student Records(a) Each district shall maintain for each student a cumulative record consisting, at a minimum, of the following:

(1) subjects student has taken;(2) grades earned and an explanation of the grading system used;(3) units of credit earned;(4) attendance records;(5) scores student has recorded on standard tests taken; and(6) records of required immunizations and physical examinations and other health-related matters required by state law or district policy or bylaws; and(7) beginning August 31, 2002, a unique 10-digit individual student identification number issued by the department; the student identification number must appear in each electronic record containing student-level information that is reported to the department; the student identification number must appear on each student examination booklet administered under 4 AAC 06.712, 4 AAC 06.737, and 4 AAC 06.755.


Appendix B: Race/Ethnicity DescriptionsSource: National Center for Education Statistics (nces.ed.gov/ipeds/report-your-data/race-ethnicity-definitions) – U.S. Department of Education, Office of Educational Research and Improvement

Also see 4 AAC 06.830 - Subgroups and 4 AAC 06.899.

Code

Description Definition

1 White (Caucasian) A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.

2 Black (African American)

A person having origins in any of the black racial groups of Africa.

3 Hispanic or Latino A person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race

4 Asian A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.

5 American Indian A person having origins in any of the original peoples of North and South America (including Central America) who maintains cultural identification through tribal affiliation or community attachment.

Note: Do not include Alaska Native students in this category.6 Alaska Native A person who is a descendant of a member of the aboriginal races

inhabiting the state of Alaska when annexed to the United States, or who is a descendant of an Indian or Eskimo who, since the year 1867 and prior to June 30, 1952, migrated into the state from Canada, and who is a descendant having at least one-quarter blood derived from these ancestors.

7 Two or More Races (Not Hispanic)

A person who primarily identifies their ethnic heritage with more than one subgroup. Do not include individuals that have identified themselves as Hispanic or Latino.

8 Native Hawaiian or Pacific Islander

A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.


http://www.legis.state.ak.us/basis/aac.asp#4.06.899


https://nces.ed.gov/ipeds/report-your-data/race-ethnicity-definitions

Appendix C: English Learners

An English Learner (EL) is one who meets the definition of Limited English Proficiency in 4 AAC 34.090(2) and who has been determined to be an English Learner based on the assessment of English language proficiency required under 4 AAC 34.055(c) to determine if the student is limited English proficient and has not yet met the criteria to exit English Learner status as described in 4 AAC 34.055(d).

Definition of an English Learner (4 AAC 34.090(2))(2) “English learner” means an individual

(A) who is between 3 and 21 years old; (B) who is enrolled or preparing to enroll in an elementary school or secondary school; (C) who falls into one or more of the following categories of individuals:

(i) an individual not born in the United States or whose native language is a language other than English; (ii) an American Indian, Alaska Native, or native resident of the outlying areas, who comes from an environment where a language other than English has had a significant impact on the individual's level of English language proficiency; or(iii) an individual who is migratory, whose native language is a language other than English, and who comes from an environment where a language other than English is dominant;

(D) whose difficulties in speaking, reading, writing, or understanding the English language may be sufficient to deny the individual the

(i) ability to obtain a proficiency level of proficient or advanced, as described in 4 AAC 06.739, on the state assessments in English language arts, mathematics, and science under 4 AAC 06.737;(ii) ability to successfully achieve in classrooms where the language of instruction is English; or (iii) opportunity to participate fully in society;

(6) "outlying area" has the meaning given in 20 U.S.C. 7801(36) (Elementary and Secondary Education Act); the definition of "outlying area" set out in 20 U.S.C. 7801(36), as revised as of December 10, 2016, is adopted by reference.

4 AAC 34.055(d) is repealed and readopted to read:(d) If under (b) and (c) of this section, a district identifies a student as an English learner eligible for services under this chapter, that pupil remains identified as an English learner until the student obtains, on tier B or tier C of the assessment approved by the commissioner under (c) of this section

(1) an overall composite score of 4.5 or higher; and(2) a score of 4.0 or higher in each of the tested domains of reading, speaking, and listening, and a score of 3.8 or higher in the tested domain of writing.

(e) A district shall monitor the academic progress of each student who had been identified as an English learner for two years after the student is no longer identified as an English learner. A former English learner is not required to participate in the annual English language proficiency assessment unless the district determines that a student's failure to make academic progress may be a result of a lack of English language proficiency and the student may need to be re-identified as an English Learner.


Appendix D: Disability DefinitionsDisability

CodeDescription Definition – Refer to 4 AAC 52.130

(www.legis.state.ak.us/basis/aac.asp#4.52.130) for specific details

0 Not Receiving Special Education Services

Not receiving special education services

2 Cognitive Impairment

1. Score 2 or more standard deviations below the national norm on an individual intelligence test;

2. Exhibits deficits in adaptive behavior;3. Requires special facilities, equipment, or

methods;4. Diagnosed as CI by a psychiatrist or

psychologist (may include a school psychologist); and,

5. Certified by IEP team as qualifying for and needing special education services

3 Hearing Impaired – Includes Deaf

1. Exhibits a hearing impairment that hinders the ability to process linguistic information with or without amplification (deaf) or exhibits a hearing impairment, permanent or fluctuating, that adversely affects educational performance (hearing impaired);

2. Requires special facilities, equipment, or methods;

3. Diagnosed as deaf or hard of hearing by a physician or an audiologist; and,


4 Speech or Language Impairment

1. Exhibits a communication disorder that adversely affects educational performance;


3. Diagnosed as speech impaired by a physician or a speech language pathologist; and,


5 Visual Impairment

1. Exhibits a visual impairment of 20/70 or poorer in the better eye with correction or a visual field restriction of 20 degrees, as determined by an optometrist or an ophthalmologist, which adversely affects educational performance or a physical eye condition that affects visual functioning to the extent specially designed instruction is needed;

2. Requires special facilities, equipment, or


Disability Code

Description Definition – Refer to 4 AAC 52.130 (www.legis.state.ak.us/basis/aac.asp#4.52.130) for specific details

methods;3. Certified by IEP team as qualifying for and

needing special education services, including a certified teacher for the visually impaired

6 Emotional Disturbance

1. Exhibits one or more ED characteristics that adversely affects educational performance;


3. Diagnosed as having an emotional disturbance by a psychiatrist or psychologist (may include a school psychologist); and,


7 Orthopedic Impairment

1. Exhibits severe orthopedic impairment that adversely affects educational performance;


3. Diagnosed as orthopedically impaired by a physician; and,


8 Other Health Impairment

1. Exhibits limited strength, vitality, or alertness due to a chronic or acute health problem that adversely affects educational performance;


3. Diagnosed by a physician; and,4. Certified by IEP team as qualifying for and

needing special education services9 Specific

Learning Disability

1. Disorder in one or more of the basic psychological processes involved in understanding or in using language, spoken or written;

2. Limited academic achievement for his or her age and ability levels in one or more areas;

3. LD observation and written report are completed after a referral;

4. Requires special facilities, equipment, or methods; and,


10 Deaf-Blindness

1. Exhibits concomitant hearing and visual impairment;


3. Diagnosed by an optometrist or ophthalmologist as deaf/blind;


Disability Code

Description Definition – Refer to 4 AAC 52.130 (www.legis.state.ak.us/basis/aac.asp#4.52.130) for specific details4. Diagnosed by a physician or audiologist as

deaf/blind; and,5. Certified by IEP team as qualifying for and

needing special education services11 Multiple

Disabilities1. Exhibits two or more impairments causing

severe educational problems;2. Requires special facilities, equipment, or

methods;3. Diagnosed for each disability from the

categories listed in this disability table (excluding Deaf-Blindness); and,


12 Autism 1. Exhibits a developmental disability significantly affecting verbal and nonverbal communication and social interaction that adversely affects educational performance;


3. Diagnosed by a psychiatrist, psychologist, physician, or advanced nurse practitioner (may include a school psychologist); and,


13 Traumatic Brain Injury

1. Exhibits an injury to the brain by external physical force that results in total or partial functional disability, psychosocial impairment, or both that adversely affects educational performance;

2. Impairment in one or more areas: cognition; language; memory; attention; reasoning; abstract thinking; judgment; problem-solving; sensory, perceptual, and motor abilities; psychosocial behavior; physical functions; information processing; and speech caused by open or closed head injuries;

3. Not have brain injuries that are congenital, degenerative, or induced by birth trauma;


5. Diagnosed by a physician; and,6. Certified by IEP team as qualifying for and

needing special services14 Development

ally Delayed1. The child is 3 through 8 years old;2. Two standard deviations below the mean or

25% delayed in age equivalency in cognitive development, fine and gross motor, speech and


Disability Code

Description Definition – Refer to 4 AAC 52.130 (www.legis.state.ak.us/basis/aac.asp#4.52.130) for specific details

language development, social/emotional development, or self-help skills or 1.7 standard deviations below the mean or 20% delayed in age equivalency in two or more of the areas; and,

3. Certified by IEP team as a child with early childhood developmental delays

15 No Longer Eligible to Receive Services Year One

Student did not receive special education services at any point in the current year but did receive services in the previous year.

Example: If a 3rd grade student was receiving special education services at any time last year as a second grader but are no longer receiving services at any time this year they should be coded as 15.

16 No Longer Eligible to Receive Services Year Two

Student did not receive special education services at any point in the current or prior year but did receive services two years prior.

Example: If a 4th grade student was receiving special education services at any time two years ago as a second grader but no longer received services at any time last year as a third grader or this year they should be coded as 16.



Appendix E: Homeless DefinitionEach district is required to identify a homeless liaison to facilitate the identification of and education services provided to homeless students. This person should be able to provide the information about which students have been identified as homeless according to the following definition. For additional information please visit Deed’s Homeless Educational Support (education.alaska.gov/esea/TitleX-C) webpage. You may also contact the Education of Homeless Children and Youth Program Manager, Cecilia Miller, via email at [email protected] if you have additional questions.

(Sec.725, McKinney-Vento Act – found in Title IX of Every Student Succeeds Act-ESSA)- The term “homeless children and youth” means:

a. individuals who lack a fixed, regular, and adequate nighttime residence; and,b. includes-

i. children and youths who are sharing the housing of other persons due to loss of housing, economic hardship, or similar reasons; are living in motels, hotels, trailer parks, or camp grounds due to the lack of alternative accommodations; are living in emergency or transitional shelters, or are abandoned in hospitals;ii. children and youths who have a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings;iii. children and youths who are living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations, or similar settings; andiv. Migratory children who qualify as homeless for the purposes of this subtitle because the children are living in circumstances described in clauses (i) through (iii).




Appendix F: Alaska Performance Scholarship ProgramAccording to 4 AAC 43.010, the following information shall be provided to determine a student’s level of eligibility for the Alaska Performance Scholarship program (APS). Eligibility checklists for 2021 are available at the Alaska Commission of Postsecondary Education’s website (acpe.alaska.gov). Additional questions regarding APS eligibility should be directed to the APS Coordinator, Felicia Swanson, at [email protected] or (907) 465-2980.

Note: For the 2021 cohort of graduates, standardized testing requirements have been waived. This means that eligibility will be determined based on meeting the minimum course and GPA requirements for each eligibility track. Level of eligibility will be determined solely by meeting the existing rigorous curriculum and GPA requirements.

Credits required in each subject for the Alaska Performance Scholarship.Subject Math and Science Social Studies and LanguageScience 4 3Math 4 3Social Studies 4 4Language Arts 4 4World Language - 2

On the Math and Science track. one unit in foreign language, Alaska Native language, fine arts, or cultural heritage may be substituted for one unit in social studies. Both world languages courses must be in the same language, and may be foreign language, Alaska Native language, or American Sign Language

Academic achievement required for each of three levels of support.Indicator Level 1 Level 2 Level 3GPA 3.5 or higher 3.0 or higher 2.5 or higherACTa Waived Waived WaivedOld SATa Waived Waived WaivedNew SATa Waived Waived WaivedWorkKeysb Waived Waived Waived

Students with ACT/SAT scores may elect to use Alaska Performance Scholarship for degree or certificate. Students with WorkKeys scores may use Alaska Performance Scholarship for a certificate only. A combined WorkKeys score of 13 or higher with no score below 4 is required in Applied Math, Graphic Literacy, and Workplace Documents. Scores must all come from the same version.



https://acpe.alaska.gov/

http://www.akleg.gov/basis/aac.asp#4.43.010

Appendix G: State Report Manager (SRM) Record LayoutThe table below represents the field names that are needed in the header to submit the Summer OASIS data file through the State Report Manager (SRM). Each field must be used exactly as presented below. Any substitutions, changes, or deletions will stop the processing of the data file. The error message that results in SRM is: “One or more required fields are missing” (error #74000). This header with data must be submitted as a CSV (comma delimited) or TXT (tab delimited) file through the SRM portal. Visit the DEED website for the State Report Manager (SRM) User Guide (education.alaska.gov/Stats/Guides/SRM_Guide.pdf) which provides details of the SRM submission process.

This file record layout is also available in Excel format on the DEED Forms webpage (education.alaska.gov/forms). Place “OASIS” in the Search by Form Title Keyword field. The form will be called 2021 Summer OASIS SRM Column Heading Template.

Please note that element names must exactly match the layout in the district’s SRM file. Mistakes in the header row will cause the file to not process properly.

Element #

Element Name Element Description Type Length

Status

1 AKSID Alaska Student Identification Number

Number 10 Required

2 LocalID District Student Identification Number

Number 15 Optional

3 LastName Student Name – Last Text 35 Required4 FirstName Student Name – First Text 35 Required5 MiddleName Student Name – Middle (or

Initial)Text 35 Optional

6 Suffix Name Suffix Text 8 Optional7 City City/Town/Village Text 30 Required8 Zip Zip Code Number 5 Required9 BirthDate Birth Date Date 8/10 Required10 Gender Gender Text 1 Required11 Race Race or Ethnicity Number 1 Required12 SchoolID School Identification Number Number 6 Required13 Grade Student Grade Level Text 2 Required14 Disability Disability Code Number 2 Required15 IEPJuly1 IEP in Place on July 1 Y/N/X 1 Required16 TransGenEd Transfer to General Education Y/N/X 1 Required17 TransGenEdDat

eDate of Transfer to General Education

Date 8/10 Conditional

18 504Status 504 Plan in Place - End of Membership

Y/N 1 Required

19 EntryDate Entry Date Date 8/10 Conditional

20 EntryType Entry Type Number 2 Required21 ExitDate Exit/Withdrawal Date Date 8/10 Conditio

nal22 ExitType Exit/Withdrawal Type Number 2 Required23 EnrolledLastDa Enrolled on Last Day of School Y/N 1 Required


https://education.alaska.gov/forms

https://education.alaska.gov/Stats/Guides/SRM_Guide.pdf

Element #

Element Name Element Description Type Length

Status

y24 EL_Status English Learner Status Text 2 Required25 EL_Language Bilingual/English Learner

LanguageNumber 2 Required

26 ELPNotAssessed

ELP Not Assessed Reason Number 1 Conditional

27 AgDA Aggregate Days of Attendance Number 6 Conditional

28 AgDM Aggregate Days of Membership Number 3 Conditional

29 FullDayUnexcused

Full Days of Unexcused Absences

Number 3 Conditional

30 EconDisadv Economically Disadvantaged Student

Y/N 1 Required

31 Migrant Migrant Y/N 1 Required32 Title1 Served by Title IA, Targeted

AssistanceY/N 1 Required

33 Immigrant Immigrant Student Y/N 1 Required34 USEntryDate First US Entry for Immigrant

StudentMM/YY 5/7 Conditio

nal35 ActiveDuty Active Duty Parent/Guardian Y/N 1 Required36 Homeless Homeless Student Y/N 1 Required37 Unaccompanied Unaccompanied Homeless

YouthY/N 1 Conditio

nal38 HomelessRes Homeless Student Night

ResidenceNumber 1 Conditio

nal39 TargetGrad Target Cohort Graduation Year Number 4 Conditio

nal40 CollegiateEligibi

lityCollegiate APS Eligibility Number 1 Conditio

nal41 CareerEligibility Career/Technical APS Eligibility Number 1 Conditio

nal42 AcademicOptio

nAPS Academic Option Number 1 Conditio

nal43 GPA Grade Point Average Number 4 Conditio

nal44 NinthGradeOnT

rack9th grade student earned ¼ credits

Y/N 1 Conditional

45 Notes Notes Text 35 Conditional


Appendix H: State Report Manager (SRM) System Validation Rules

The SRM System Validation Rules check for errors that compromise data quality. The rules ensure that the data you enter meet the data collection standards before you are permitted to complete your submission. The rules commonly check that the type of data that has been entered is correct (e.g., was a number entered when text was expected), that the data entered come from the option set (e.g., was a numbered code used that is not permitted for a given data element), and checking that the data entered maintains continuity with data entered in another data element (e.g., Days of Attendance (AgDA) cannot exceed Days of Membership (AgDM) or in a prior year (e.g., an EL student that was coded as M1 last year, must be M2 this year).

When rules are violated, they generate either an error or a warning. If an error is generated, you will be required to resolve it before you can complete your submission. When a warning is generated, we strongly advise that you double check your data to ensure that it is correct.

Rule ID Severity Rule Detail Message74000 Error One or more required fields is missing Missing required field74001 Error Field exceeds its Maximum Length Field exceeds its maximum length74100 Error Reported Alaska Student ID Number is

InvalidThe ASIS ID entered could not be found in the ASIS system

74101 Error Birth Date &/or Gender Doesn’t Match ASIS

The birth date or gender of the student does not match the student ID system

74102 Warning Student Name Doesn’t Match ASIS The student name does not match the student ID system

74104 Warning Ethnicity Does Not Match Prior Collections

The ethnicity does not match the ethnicity reported in previous collections

74201 Error City/Town/Village is Invalid The reported City or Town must be listed in the set of “Alaska Places”

74202 Error Zip Code is Invalid The Zip Code must be a valid Alaska Zip Code74203 Error Gender is Invalid The gender of the student is not F or M74204 Error Race/ethnicity code is Invalid The race/ethnicity code must come from the “Race

or Ethnicity” option set74205 Error School ID is Invalid The school ID cannot be found in the list of

currently open and operating schools74206 Error Grade Level Code is Invalid The grade level code is not in the “Grade Level”

option set74207 Error Disability Category is Invalid The Disability Category code must be one of the

options in the option set “Disability Category”74208 Error IEP in Place July 1 is Invalid IEP in Place July 1 value is not in the option set74209 Error Transfer to General Ed Code is Invalid The code for Transfer to General Ed is not a valid

option from the option set74210 Error Entry Type is Invalid The value in Entry Type is not a value in the option

set74211 Error Exit/Withdrawal Type is Invalid Exit/Withdrawal Type value is not a value in the


Rule ID Severity Rule Detail Messageoption set

74212 Error Enrolled Last Day is Invalid Enrolled Last Day value is not a valid value from the option set

74213 Error EL Status is Invalid The EL Status code must be in the option set EL Status

74214 Error EL Language is Invalid EL Language must be one of the values in the option set

74215 Error 504 Status is Invalid 504 Status must be Y or N74216 Error Is Economically Disadvantaged is Invalid “Is Economically Disadvantaged” must be Y or N74217 Error Title I Value is Invalid The value for Title I must be Y or N74218 Error Is Immigrant is Invalid The value for “Is Immigrant” must be Y or N74219 Error Is Homeless is Invalid The value for “Is Homeless” must be Y or N74220 Error Homeless Residence is Invalid The value for “Homeless Residence” must be one

of the options in the option set or blank74221 Error Invalid Migrant Migrant must be Y or N74222 Error Invalid Target Graduation Year The value for Target Graduation Year should be

one of the years in the option set74223 Error Invalid APS Scholarship Level Invalid option for Scholarship Level74224 Error Invalid Grade Point Average GPA is expressed on a 4-point scale with 4.00 all

“A’s.” GPA may exceed 4.00 to accommodate schools with weighted honors classes.

74225 Error Unaccompanied must be Y or N Unaccompanied must be Y or N when Homeless = Y74226 Error ELPNotAssessed must be an integer ELPNotAssessed can only contain the digits 1-1074228 Error Active Duty Parent/Guardian value

invalidThe value for ActiveDuty must be either Y or N

74229 Error Disability and 504Status Mismatch If Disability is 2-14 then 504Status must be N74300 Error City-Zip Combination is Invalid The combination of zip code and place is not a

legitimate combination74301 Error Grade Not Served by School The student’s grade level is not served by the

school74302 Warning Grade Not Served by School – Disabled

StudentThe grade level of the student should be within the range of grades served by the school (Except for grade AD)

74400 Warning Invalid Name The name contains one or more characters other than alphabetic characters, period, apostrophe, space, or hyphen

74401 Error Zip+4 contains Invalid Characters Zip+4 can only contain the numeric digits 0-974402 Error Local Student ID Contains Invalid

CharactersLocal student ID can only contain the digits 0-9

74403 Error Date Format is Invalid The format for date field must be MM/DD/YYYY or MM/DD/YY. Four digit year is preferred.

74404 Error AgDA or AgDM Format is Invalid The format for AgDA or AgDM must be a number with no more than three digits before the decimal place and no more than two decimal places

74405 Error Immigration Date Format is Invalid The format for Immigrant First US Entry Date must be MM/YYYY or MM/YY. Four digit year is


Rule ID Severity Rule Detail Messagepreferred.

74407 Error Invalid FullDayUnexcused FullDayUnexcused must be blank or greater than or equal to zero

74408 Error AgDM Format is Invalid AgDM must be blank or a whole number (integer) greater than or equal to zero

74501 Warning Open School With No Students The open school serves at least one of the grades PK-12 but does not have any students

74502 Warning Served Grade Without Students The grade is served by school but no students are assigned for that grade

74503 Error Submission Without Students There must be at least one record in the district submission

74505 Error A Title I Targeted Assistance School Has No Students Targeted for Assistance

Title I Targeted Assistance schools must have at least one student targeted for assistance

74506 Warning A Title I Targeted Assistance School Has Every Student Targeted for Assistance

Title I Targeted Assistance schools should not have every student targeted for assistance

74507 Error School Does Not Have Any Students Served for Complete School Year

The school does not have any students with reported AgDM = the number of reported days of student membership on the school calendar (except youth facilities)

74701 Warning Student Outside Ages 2 to 22 Students should have an age greater than or equal to 2 and less than or equal to 22 as of October 1

74703 Warning Age is Outside Expected Range for Grade

The age of the student falls outside the expected bounds

74704 Error Age is Outside Allowable Range for Grade

Age is outside the allowable range for this grade level

74705 Error EL Language Mismatch Student is flagged as EL (L1, LP, LT, or PI) but the Bilingual/English Learner Language type says “Not an English Learner” (code 99)

74706 Error Aggregate Attendance > Aggregate Membership

The student’s days in attendance must be less than or equal to the days in membership

74707 Error Disability – IEP on July 1 Mismatch If Disability Code is 0, 15, or 16 then IEP in Place July 1 must be X. If Disability Code is 2-14 then IEP on Place July 1 must be Y or N.

74708 Error Language for Non English Learner Student that is not considered an English Learner has been assigned a Bilingual/English Learner Language

74709 Error Missing FullDayUnexcused FullDayUnexcused is required for grades KG-1274710 Error Other Language Type Missing The Bilingual/English Learner Language Type was

selected as “Other.” Enter the Language Type in the Notes field.

74711 Error Missing Homeless Residence The student was identified as Homeless but no Primary Nighttime Residence has been selected

74712 Error Days Attendance More Than Possible Days Attendance more than possible, including the aggregate count for students with more than one enrollment period

74713 Error Days Membership More Than Possible Days Membership more than possible, including the aggregate count for students with more than


Rule ID Severity Rule Detail Messageone enrollment period

74714 Error Full Day Absences Exceeds Total Days Absent

The number of Full Day Unexcused Absences must be less than or equal to the Aggregate Days of Membership minus the Aggregate Days of Attendance

74715 Error Returning Student Not Enrolled on Last Day of School

Students with ExitType = 13 or 14 must also be enrolled on the last day of school

74716 Error Transfer Without Date Students who transfer back to general education from special education (Transfer to General Ed = Y) must have a Transfer to General Ed Date

74717 Error Missing Exit/Withdrawal Date The Exit/Withdrawal Date is required unless Entry Type is 0 – Non Enrolled Student

74718 Error Immigrant Without Entry Date The student was flagged as being an immigrant but the Immigrant US Entry date is empty

74719 Error Transfer to General Ed – Disability Mismatch

If Disability code is 0, 15, or 16 then Transfer to General Ed must be X, if Disability code is 2-14, then the Transfer to General Ed must be Y or N.

74720 Error Invalid Summer Drop Entry or Exit Summer drop-outs (Exit Type 0) must have entry type 0 (not enrolled) and cannot have an entry or exit date

74721 Error Missing Entry Date The entry date is required for all enrolled students (entry type does not equal 0)

74722 Error Invalid Exit for 12th Grader A student in 12th grade cannot be assigned an exit code of 14. This is reserved for students in grades PK-11.

74723 Error Invalid Notes when ELLanguage = 30 When ELLanguage = 30, then Notes cannot contain the following words: English, Ethiopia, Hispanic, Other

74724 Error Exit Type/Grade Level Mismatch (Grade) If Exit Type = 13 then Grade must be 1274725 Error Homeless Residence for non-Homeless

StudentIf Homeless Resident has a value, then Homeless Student must = “Y”

74726 Error Exit Type Grade Level Mismatch (Grade) II

If Exit Type = 7, 15, 20, or 21 then Grade must be 9, 10, 11, or 12

74728 Error Invalid Other Reason ELP Not Assessed When ELP Not Assessed Reason = 9 (Other Reason) then Notes cannot contain the word Other

74729 Error Invalid TransGenEdDate Reported If TransGenEd = N or X then TransGenEdDate must be blank

74730 Error ELP Not Assessed for Other Reason Must Have a Note

If ELPNotAssessed = 9 then Notes must not be blank

74732 Error Targeted Assistance School Mismatch Student Title I = Y but school is not a Targeted Assistance school

74733 Error Student cannot earn diplomas from two schools

When a student graduates with two enrollments in your district, assign Exit Type 7 to (only) one school. Use Exit Type 17 for the other school and put “Graduate” in the Notes.

74734 Error Student Reported as Graduate in Two Records

A student may not have two records with graduation codes (ExitType = 7, 15, 22)


Rule ID Severity Rule Detail Message74735 Error Target Grad Year is Missing Target Grad Year is required if Grade Level is 9, 10,

11, or 1274736 Error APS data provided for Non-Graduate These data should only be provided for graduates –

i.e., those with Exit Type = 7, 15, or 2274737 Error Missing Graduate Data When ExitType = 7, 15, or 22, then

CollegiateEligibility and CareerEligibility must be reported

74738 Error APS Reported for Non-qualifying Graduate

If College Eligibility = 0 and Career Eligibility = 0 then Academic Option and GPA must be blank

74739 Error APS Academic Option Not Identified If Collegiate Eligibility not equal to 0 and is not blank or Career Eligibility not equal to 0 and is not blank then Academic Option must = 1, 2, or 3

74740 Warning Mismatch Target Graduation Cohort and Prior Data

Target Graduation Cohort Year submitted does not match prior value

74741 Error Non-Student Membership or Attendance

Non-Student (Entry Type = 0) cannot have Aggregate Membership or Aggregate Attendance

74742 Error Returning Special Education Certificate Recipient Who Is Not Disabled

Student listed as exited as a returned special education student (Exit Type = 18), but the student is not shown as disabled (Disability not in 2-14)

74743 Error Collegiate Eligibility / Career Eligibility Mismatch

Collegiate Eligibility cannot be reported at a higher scholarship level than Career Eligibility

74744 Error Missing Aggregate Membership or Attendance

Aggregate Attendance and Aggregate Membership are required for all students enrolled in grades K-12

74745 Warning Target Graduation Year for Older Student

Warning if Target Graduation Year implies 7 year grad or longer

74746 Error Student Reported as Dropout with No Entry or Exit Date

A student with ExitType = 12 must have an EntryType not equal to 0 and not blank values in both EntryDate and ExitDate

74747 Error Unaccompanied is Required when Homeless = Y

When Homeless = Y, then a valid Unaccompanied value must be present

74748 Error When Homeless = N, then Unaccompanied must be blank

When Homeless = N, then Unaccompanied must be blank

74749 Error Invalid ELPNotAssessed Value Reported ELPNotAssessed value must be blank when ELStatus = LT, M1, M2, M3, M4, or X

74750 Error ExitType Conflicts with prior OASIS data A student who previously graduated (ExitType = 7, 8, 15, 16, 22, 98, or 99) or completed with other credentials (ExitType = 9, 19, 20, or 21) may not be issued a Certificate of Attendance or Certificate of Completion

74751 Error Requirements for Reported Collegiate APS Eligibility of 1 Not Met

If Collegiate Eligible = 1 then GPA >= 3.50





74754 Warning All students EconDisadv = Y All students in a single SchoolID were reported as


Rule ID Severity Rule Detail MessageEconDisadv = Y

74755 Error Invalid ExitType with Grade AD If Grade = AD, then EntryType must equal 074756 Warning Student Reported as English Learner in

Participation Rate Must Be Reported as English Learner in Summer OASIS

A student identified as an English Learner (L1, LP) in Participation Rate must be reported as an English Learner (L1, LP, LT) in Summer OASIS

74757 Error Ineligible Student Reported with English Learner Language Code

A student identified as not an English Learner (M1, M2, M3, M4, X) must have ELLanguage = 99

74758 Error Student Entered School After Graduation

A student may not have a record with an EntryDate more recent than the ExitDate of the student’s reported graduation

74759 Error Enrolled Last Day Does Not Match School Calendar

A student is reported as EnrolledLastDay = Y, but ExitDate does not equal the last day of school reported on the school calendar

74760 Error Not Enrolled Last Day Does Not Match School Calendar

A student is reported as EnrolledLastDay = N, but ExitDate equals the last day of school reported on the school calendar

74761 Error Requirements for Reported Career APS Eligibility of 1 Not Met

If Career Eligible = 1 then GPA >= 3.50





74764 Error Duplicate Enrollment Student cannot have two overlapping records at the same school

74765 Error K-12 Student in Fall OASIS not submitted in Summer OASIS

Student is included in Fall OASIS, enrolled in K-12, and has Days > 0

74766 Error Student reported in Participation Rate but not Summer OASIS

Student who was enrolled on first day of testing must also be included in Summer OASIS

74767 Warning Grade level reported in Fall OASIS does not match grade level reported in Summer OASIS

Student’s reported grade level differs from Fall OASIS reporting

74768 Error Migrant Mismatch with Migrant Student Database (Error)

When Migrant = Y, student must be in Migrant Student Database; when Migrant = N, student must not be in Migrant Student Database in the indicated district

74769 Warning Migrant Mismatch with Migrant Student Database (Warning)

When Migrant = N, the student is enrolled in a served district, and the student is listed in the Migrant Student Database as a served student in another district

74770 Warning Date of Birth Mismatch with Migrant Student Database

The date of birth in the Migrant Student Database does not match the date of birth in the Summer OASIS record

74771 Error School must have students enrolled on the last day of membership

A school must not have all students identified as EnrolledLastDay = N

74772 Error TransGenEdDate Must Be Within Current School Year

If TransGenEd = Y then TransGenEdDate must be within the current school year

74773 Error A student reported in membership in A KG-12 student reported with Days > 0 in Fall


Rule ID Severity Rule Detail MessageFall OASIS must have membership in Summer OASIS

OASIS must have at least one record where EntryType not equal to 0 and where AgDA and AgDM are both > 0

74774 Error Student reported in Participation Rate but has no membership in Summer OASIS

Student who was enrolled on first day of testing must have AgDA > 0 and AgDM >0 and EntryType not equal to 0

74775 Warning EL Language Mismatch to Prior Summer OASIS

EL Language does not match most recent year’s Summer OASIS entry (except when current year’s EL Status = L1 or M1)

74776 Error Invalid EL Status for KG Student First time KG students must have an EL Status = PI, L1, LT, or X

74777 Error Invalid EL Status for Grade 1 Student First time Grade 1 students must have an EL Status = PI, L1, LT, LP, M1, or X

74779 Error When Grade = AD, ExitType must be 22 When Grade = AD, ExitType must be 2274780 Error EL Status Mismatch to Prior Year I Any prior Summer OASIS EL Status = L1 and current

EL Status = PI or L174781 Warning EL Status Mismatch to Prior Year II Any prior Summer OASIS EL Status = M1, M2, M3,

or M4 and current EL Status = PI, L1, LP, or LT74782 Error When ExitType = 22 Grade must be AD When ExitType = 22, Grade must be AD74784 Warning EL Status Mismatch to Prior Year III Most recent year’s Summer OASIS EL Status = L1 or

LP and current EL Status not equal to LP or LT74785 Warning EL Status Mismatch to Prior Year IV Most recent year’s Summer OASIS EL Status = LT

and current EL Status not equal to M174786 Warning EL Status Mismatch to Prior Year V Most recent year’s Summer OASIS EL Status = M1

and current EL Status not equal to LP or M274787 Warning EL Status Mismatch to Prior Year VI Most recent year’s Summer OASIS EL Status = M2

and current EL Status not equal to LP or M374788 Warning EL Status Mismatch to Prior Year VII Most recent year’s Summer OASIS EL Status = X

and current EL Status not equal to PI, L1, or X74790 Error GPA must be blank unless

CareerEligibility = 1, 2, or 3GPA must be blank unless CareerEligibility = 1, 2, or 3

74793 Error Student Returned for Special Education Services without Receiving a Certificate

Students with ExitType = 18 must have received an ExitType =20 or 21 in a prior year’s Summer OASIS submission

74794 Error Student with ExitType 22 invalid A student with ExitType = 22 must have a blank EntryDate, EntryType = 0, and be reported at the same school where reported in the 2015 or 2016 Summer OASIS with ExitType = 19

74795 Error Student ExitType Reported in Prior and Current Years Summer OASIS Invalid

A student reported in a prior year’s Summer OASIS with ExitType 7, 8, 15, 16, 22, 98, or 99 cannot be reported in the current year’s Summer OASIS file

74797 Error Student must be at least 19 years old If Disability = 0 and Exit Type = 11, then a student must be at least 19 years old on September 1

74798 Error Student must be at least 21 years old If Disability is not 0, 15, or 16 and ExitType = 11, then a student must be at least 21 years old on September 1

74901 Error Exit Date Before Entry Date The Exit Date is before the student’s Entry Date


Rule ID Severity Rule Detail Message74902 Error Entry Date Before First Day of School The student’s entry date is before the registered

school opening day74903 Error Exit Date After Last Day of School The student’s exit date is after the registered

school closing day74904 Error Entry Date Before Birth Date The student’s school entry date is before the

student’s date of birth74905 Warning Transfer to General Ed Before Entry The student’s Transfer to General Ed Date is before

they entered the school74906 Error Immigrant Entry Date Prior to Birth Date The student is listed as having immigrated to the

US prior to being born74907 Error Entry Date Prior to US Entry The student has an Immigrant US Entry Date that is

after the student entered the school74992 Error Developmentally Delayed Student Age 9

or OlderDevelopmentally Delayed Student is Age 9 or Older as of October 1

74993 Warning EL Status mismatch to prior year VIII Most recent year’s Summer OASIS EL Status = M3 and current EL Status is not equal to LP or M4

74994 Error Disability Code 15 If a student is coded with a disability code of 15, they must have had at least one disability code of 2-14 in the prior year Summer OASIS at the same school.This rule does not apply if the student was not at the same school last year.

74995 Error Disability Code 16 If a student is coded with a disability code of 16, they must have had at least one disability code of 15 in the prior year Summer OASIS at the same school.This rule does not apply if the student was not at the same school last year.

74996 Warning Disability Codes 15 and 16 I A student should not be coded with a disability code of 15 for two consecutive years at the same school.A student should not be coded with a disability code of 16 for two consecutive years at the same school.

74997 Warning Student no longer needing special education services

A student who was coded with a disability code (2-14) in the prior year Summer OASIS at the same school but no longer qualifies for special education services should not be coded 0. These students should be coded as 15.

74999 Error Prior Year Exit Type was 11 If a student reaches maximum age for services (20 for general education and 22 for special education) and received an Exit Type of 11 in a prior Summer OASIS, then this student cannot be reported in this year’s Summer OASIS.

75000 Warning Immigrant more than 4 years The ‘Immigrant Student-First US School Entry Date’ provided by the district is four or more years before the last day of the current school year (6/30/2020). A student cannot be counted as an immigrant for more than three full academic years.


Rule ID Severity Rule Detail Message75001 Error 9th Grade On-Track not supplied for

first-time 9th grader IIf a student was in 8th grade in the prior year’s Summer OASIS and in 9th grade this year, and the value supplied for Target Cohort Graduation Year, data element 39, is current year plus 3 (i.e., 2024), then 9th Grade On-Track, data element 44, must be Y or N, otherwise, it must be left blank.

75002 Error 9th Grade On-Track not supplied for first-time 9th grader II

If a student was not in the prior year’s Summer OASIS, is in 9th grade in current Summer OASIS, and the value supplied for Target Cohort Graduation Year, data element 39, is current year plus 3 (i.e., 2024), then 9th Grade On-Track, data element 44, must be Y or N, otherwise, it must be left blank.

75004 Warning Grade not as expected based on prior year grade

The grade is not the prior year’s Summer OASIS grade plus 1 (natural grade progression).

75005 Error Summer Transfer or Dropout Reported If the student is entered as a summer transfer/dropout at a given school, then they must have appeared in that school in the prior year’s Summer OASIS with the most recent exit type being 13 or 14.

75006 Warning EL Status mismatch to prior year VIV Most recent year’s Summer OASIS EL Status = M4 and current EL Status is not equal to LP or X.


Appendix I: A Guide to Frequently Asked Questions1. Why is this data being collected and why should I get it in on time?

One goal of the Summer OASIS data collection is to reduce the reporting burden on school district personnel by consolidating data collections and eliminating redundancy in federal program reporting.

By collecting information at the student-level we can aggregate data for counts, calculate indicator rates and link to other student-level databases. Erroneously reported end of year data can be especially damaging to the school district’s dropout, graduation, and attendance rates.

However, for the department to successfully utilize the Summer OASIS data it is very important that the information be sent in by July 15th. Late submission of data from even one district delays accurate calculation and reporting for federally required data collections. This can lead to additional consequences for noncompliant districts.

The Summer OASIS data collection is also being used to collect and report eligibility data for the Alaska Performance Scholarship. Without these data, otherwise eligible graduates from your district will not be awarded scholarships.

AgDA/AgDM Questions

2. How do I calculate AgDA and AgDM?

AgDM (aggregate days of membership) is the total number of days that a student was enrolled during the 2020-2021 school year. For a returning student, begin counting with the official first day students attended school (different schools may have different first days - check the official school calendar). For a transfer or returning student, begin counting with the first day that the student was enrolled during this school year (July 1, 2020 - June 30, 2021).

Stop counting on the last day that the student was officially enrolled. When counting the total number of days that a student was enrolled, do not include Summer School Days, Inservice Days, Holidays, Vacation Days, Teacher Workdays, and Parent Teacher Days. These days do not count toward the minimum requirement.

Do NOT multiply the aggregate days of membership by the student’s FTE.

Do include the days that the student was absent, but still enrolled in school.

AgDA (aggregate days of attendance) is the total number of days that a student attended school during the 2020-2021 school year. Begin counting with the first day that the student attended school during the current school year (July 1, 2020 - June 30, 2021). Do NOT start counting before the official first day that students attended - check the official school calendar. Skip days that the student was absent and stop counting on the last day that the student attended or the official last day of school that students attended. Include the last day of school, if the student


was in attendance. When counting the total number of days that a student attended school, do not include Summer School Days, Inservice Days, Holidays, Vacation Days, Teacher Workdays, and Parent Teacher Days not meeting the minimum hour requirement.

Example: If a student was enrolled at the beginning of school, attended for 10 days, and then dropped out, enter 10 on the first row/record for the AgDM and AgDA. If the same student then returned after Christmas break and re-enrolled and attended school for 20 days, you would start another row/record and enter 20 for the AgDM and AgDA. The student's other information would be duplicated with the exception of the Entry Date, Entry Type, Exit Date, Exit Type, AgDM, and AgDA.

3. How are days of attendance and membership for Pre-K students reported?

Districts are required to maintain internal attendance records for Pre-K students. These records may be audited by School Finance for foundation funding purposes. As AgDA and AgDM are not currently part of DEED’s required reporting for Pre-K students, a blank value is allowable for Pre-K students only.

4. What is a day of attendance and how are partial days of attendance calculated?

The definition of a day of attendance and how to record partial days of attendance are both addressed in the Student Data Reporting Manual (education.alaska.gov/publications/StudentDataReportingManual.pdf).

Day of Attendance - Students are counted in attendance when present at school. Days of attendance do not include inservice days. Attendance shall be recorded based upon the percent of the student’s normally scheduled instructional day. For example, a student who is normally scheduled for two hours per day as a part-time student would be recorded with half a day in attendance if he were absent for one hour. The sum of a day of attendance and a day of absence must equal one. A student may be counted present only when he or she is actually at school or is present at another school-sponsored instructional program. This may include authorized independent study, work-study programs, academically related field trips and instruction for homebound students. It does not include "making up" schoolwork at home, or activities sponsored by private individuals or groups. Correspondence school students are counted in attendance as long as they are in membership. Homebound students are counted in attendance, if they are receiving at least ten hours of instruction per week by an itinerant teacher.

5. How are partial days of membership calculated?

There are no partial days of membership. A student was either in membership for an entire school day or not in membership on that school day.

6. Why aren’t Inservice Days included in the AgDA and AgDM calculations?

There are no partial days of membership. A student was either in membership for an entire school day or not in membership on that school day.


https://education.alaska.gov/publications/StudentDataReportingManual.pdf

Aggregate Days of Attendance and Aggregate Days of Membership calculations are defined by the following Alaska Administrative Code:

4 AAC 06.895 Report card to the public(i) Each school shall compute and report the information required by AS 14.03.120 (d)(5) and this section as follows:

(1) the attendance rate is a fraction, expressed as a percent, the numerator of which is the aggregate daily attendance during the regular school year, and the denominator of which is the aggregate daily membership for the school year; the aggregate daily attendance is the sum of the days present for all students when school is in session during the school year; the aggregate daily membership is the sum of the days present and absent for all students when school is in session during the school year; inservice days are not included in the computation; for the purposes of this paragraph, a student is considered present if physically present at the school or engaged in a school activity even if the activity is away from the school.

7. Why are Full Day Unexcused Absences being reported when we already report the days of attendance and membership?

Aggregate Days of Attendance is a partial day measure, meaning that the count does not distinguish between two half-days of absence and one full day of absence, nor does it distinguish between excused and unexcused absences. Because of these reasons, Full Day Unexcused Absences cannot be inferred from attendance and membership numbers.

Districts were previously required to report full day unexcused absences on an event-by-event basis. The need for collecting event-based unexcused absence data has been eliminated by adding this single field to the Summer OASIS collection.

Special Education Questions

8. Do I use a certain date in determining which students with disabilities should be included with a disability code?

No, all students who received special education services at any point during the reporting period should have their disability recorded. This includes students who transferred to general education at some point during the reporting period.

9. Should I report new entries and exits when a student is initially tested or when a parent declines services?

No. Events do not qualify as entries or exits when the student remains continuously enrolled. Special education students should be reported the same as other students, with the exception of the data reported in the disability-related fields.

10. What students should receive a Y in the IEP in Place on July 1 field?


Only students who had an IEP in place in Alaska on July 1, 2020 should be reported with a Y in this field.

11. How do I determine which students should be marked Y for Transfer to General Education?

If a student had an IEP sometime during the school year and then transferred to general education at any point during the school year before June 30, 2021 enter Y in the Transfer to General Education field. This means the student is still in school, but no longer receiving special education services. This also applies to students for whom consent for special education services has been revoked, either by the parent or by a student who is 18 years of age or older.

Students who leave special education because they left school (graduated, dropped out, etc.) should NOT be marked Y based on those exit events.

Any student marked Y or N for Transfer to General Education must have an associated Disability Category.(This question refers to Element 16 – Transfer to General Education.)

12. At what age does a student with disabilities reach the maximum age for services?

A student with disabilities who has not been issued a regular diploma may be provided SpEd-related services until reaching the age of 22. If a student with disabilities is 21 years of age on September 1 and will turn 22 prior to the completion of the following school year, that student may, in Element 22, receive an Exit Type of 11 (reached maximum age for services and did not receive a diploma or certificate of achievement).

13. When do we report a student as 504 Status = Y?

A student who is on a 504 Plan on their last day of student membership is reported as 504 Status = Y unless that student is also receiving IEP services. A student who is on an IEP and requires temporary accommodations should have those accommodations written directly into their IEP and should not be reported as having an active 504 Plan.

Completion Questions

14. How should I code a student who is recorded as a graduate from two schools?If your district has graduates who are enrolled in another Alaskan school, a graduation Exit Type, 7 or 15, must be assigned to only one of the schools that the student attends. Use Exit Type of 17 for the enrollment record at the other school. (This question refers to Element 22 – Exit/Withdrawal Type.) 4 AAC 09.040 (e)

15. Should a student be reported as a graduate if it is known that the student graduated from another school?

A student may only graduate from one school. The first school to issue a diploma will be considered the school of record, unless extraordinary circumstances exist. If a student is receiving credit from multiple programs at the time of graduation, the programs must agree


upon a primary school of record. Report a student as a graduate only if that student is receiving a diploma from the reported school of record.

16. How should mid-year graduations be reported?

The district should use exit code 7 and the final date the student attended classes. Please note that students cannot re-enroll following the receipt of a diploma. An error will be generated for a student who is reported as a mid-year graduate then returns for additional services later in the school year.

17. How should prior summer graduates be reported?

If your district has students graduating with a diploma during the prior summer (July 1, 2020 to the beginning of school, fall 2020), report these students with an Entrance Type 0 (zero) and Exit Type 15. Leave the Entrance Date blank. Put in the official graduation date in the Exit Date.

18. How should students be reported when being issued a diploma by a public school in Alaska under the Interstate Compact on Educational Opportunity for Military Children?

Students who did not enroll in an Alaska public school during the current year, but who are eligible for a diploma under the compact, should be coded with Entry Type 0 (zero) and the Exit Type that most accurately reflects the student’s graduation. This will usually be Exit Type 7. Leave the Entry Date blank. The Exit Date will reflect the date the diploma is issued. In the Notes field, identify the student as “Interstate Compact Graduate.”

19. After submitting our Summer OASIS file, we discovered that we reported students as graduates who did not complete their coursework on time, and/or reported students as not graduating when they were issued a diploma by June 30. How do we address these situations?

When Summer OASIS is submitted, the district is certifying that the information is complete and accurate. DEED uses this information for many purposes, including federal data reporting, calculating accountability measures – including graduation rate – and determining which students are eligible to return in the fall.

Students who are reported as graduates are considered to have completed their schooling and are ineligible for further funding. Students who are not reported as graduates count against the district’s cohort graduation rate and these students are ineligible to receive the Alaska Performance Scholarship until after the following year’s Summer OASIS, when the district can report the student as a prior summer graduate.

If individual errors are discovered, they are to be reported to DEED no later than August 15. DEED will not accept changes to a student’s reported graduation status after this date to allow a student to be included on the following year’s Fall OASIS report or to receive an Alaska Performance Scholarship.

To assist districts to accurately assess whether their graduating class has been correctly reported, district staff may request cohort rosters for delivery in early August. These rosters


provide information regarding which students are part of the district’s cohort group and whether they were reported to DEED as graduates.

20. What is the difference between a Certificate of Completion, a Certificate of Attendance, and a Certificate of Achievement?

4 AAC 06.790 was amended to differentiate between these three terms and has been amended again to remove the Certificate of Achievement due to the repeal of the requirement for a College and Career Ready Assessment. The definitions are as follows:

Certificate of Completion means a certificate earned by a student who is not able to complete regular or substitute courses as described in 4 AAC 06.078(a), takes the alternate assessment described in 4 AAC 06.775(b), and completes the IEP goals.

Certificate of Attendance means a certificate earned by a student who is not able to complete regular or substitute courses described in 4 AAC 06.078(a), takes the alternate assessment described in 4 AAC 06.775(b), and completes at least 4 years of attendance in high school.

Certificates of Achievement were issued to students who completed all academic requirements for graduation except for receiving a valid score on a College and Career Ready Assessment. With the repeal of the requirement for a College and Career Ready Assessment, no new Certificates of Achievement may be issued.

The difference between a Certificate of Completion and a Certificate of Attendance is whether or not a student completed his or her IEP goals. If completed, the student should be issued a Certificate of Completion. If not, the student should be issued a Certificate of Attendance.

21. How should early graduates (i.e., students who graduate in fewer than four years) be reported?

Early graduates are reported the same way as other students. The grade level will reflect the student’s grade level upon entry, even if the grade level at that time was less than twelve, and the exit type will be the same as for any other graduate (generally Exit Type 7). Under no circumstance should a district create a new line of data for the sole purpose of listing a graduating student as being in grade 12.

22. May a district issue a diploma to a student who received a Certificate of Achievement during the 2014-2015 or 2015-2016 school year who later met the College and Career Ready Assessment (CCRA) requirement?

Yes. The Alaska State Board of Education & Early Development adopted regulatory changes in September 2016 (4 AAC 06.718) that allows a district to award a diploma to a former student who already holds a Certificate of Achievement who later took a CCRA. Please code the student’s Summer OASIS record with blank values for the Entry Date and Entry Type, an Exit Date that matches the date on which the diploma was issued, and an Exit Type of 22.

23. Does a student with an IEP and a modified course plan have to complete at least four years of high school to earn a Certificate of Completion?


Yes. Note that a modified course plan is not the same as the substitute courses described in 4 AAC 06.078(a). Students taking substitute courses under this regulation take PEAKS, not DLM. Substitute courses are aligned with the Alaska English/Language Arts and Mathematics standards – not the essential elements.

24. Will every student (other than one who drops out, dies, or transfers) eventually receive some type of certificate or diploma?

No. General education students will stop receiving state-funded services after age 20. Special education students may receive services through age 22 and receive a Certificate of Attendance regardless of whether IEP goals have been completed.

25. To ensure that the district will receive funding for students after four years of high school, should a certificate be deferred if the IEP team determines a need for students to receive services through age 22?

A certificate should not be deferred. A diploma or a Certificate of Completion signals the end of services; however, a Certificate of Attendance does not. If a certificate holder returns for SPED services, the district will code the student with an Exit Type of 18 in subsequent Summer OASIS files. While a student who is reported as receiving a Certificate of Attendance cannot later be reported as receiving a Certificate of Completion, districts are still encouraged to issue a Certificate of Attendance once achieved. Aside from the benefits derived from completing his or her IEP goals, there are no tangible benefits that the student gains from receiving a Certificate of Completion.

Dropout Questions

26. Which students should be coded with an exit code of 12 (discontinued schooling/dropped out)?

Any student (grades KG-12) who discontinues schooling for any of the following reasons should be coded as a dropout:

Pursuing GED Administrative drop Entering military without receiving a diploma Employment Expulsion Failing Family problems Pregnancy Alcohol or drug dependency Prolonged illness Transfer into non-district sponsored home schooling Transfer into any academic program that does not terminate in a diploma Truancy Unknown reason for withdrawal and no formal request for transfer or school records


A student who transfers to a non-district sponsored home school environment is a dropout unless he/she enrolls in a formal correspondence program that terminates in a diploma. (When district dropout totals are calculated, DEED verifies whether dropouts have enrolled in another district. If student has enrolled elsewhere, that student is not counted in the numerator of the dropout rate).

A student who transfers to a private school that terminates in a diploma is not considered a dropout; however, a student who discontinues public school and enrolls in a credit recovery program is to be reported as a dropout.

A student who leaves school with a certificate of attendance in lieu of a high school diploma, returns to school within the same reporting year, and then drops out in the same reporting year will be counted as a dropout for the year.

27. How do I determine if a student is considered a Summer Dropout?

A student who completed the 2019-2020 school year but did not return to school at the beginning of the 2020-2021 school year and who did not have a formal transcript request or confirmed transfer event should be reported as a Summer Dropout with an Entry Type of 0 and Exit Type of 0. Leave the Entry Date and Exit Date fields blank. Summer Dropouts who are reported with an Exit Type of 12 will trigger an error. Please note that if a student transferred out of a school in the previous school year and did not attend that school in the current school year, then there should be no entry for that student at that school in the current Summer OASIS.

28. Will a student who drops out more than once be counted as a dropout multiple times when calculating the district’s dropout rate?

A dropout is only counted once in the dropout rate numerator. Once all Summer OASIS files are received, student dropouts will be deleted from the dropout rate numerator if the student later enrolled in another school or district within the same school year or if the student re-enrolled in the same school and completed the school year. Email John Jones at [email protected] after September 1 if you need a full reporting of which students will be counted in your district’s dropout rate denominator.

29. How do I code a student who goes on an extended family vacation?

A student who discontinues schooling but is expected to return (due to lengthy family vacations, illness, etc.) should not be coded as a dropout. His/her days absent should be subtracted from his/her AgDA, but not from his/her AgDM. If the student has been formally withdrawn, do not include any days after the formal withdrawal in the student's AgDM.

30. How do I code a student who returns to school late from summer break?

If a student returns after October 1st (unless the student enrolled late for a valid reason that the district recognizes) report them on one row/record as a Summer Dropout with an Entry Type of 0 and Exit Type of 0, leaving the Entry & Exit Dates blank. Next, report them on another



row/record as you would with any other returning Dropout with an Entry Type of 7. If the student returns before October 1st, report them as you would a regular returning student with absences at the beginning of the year.

Email John Jones at [email protected] if you believe there are special circumstances that need to be considered.

31. How should a foreign exchange student not on a diploma track be coded?

A foreign exchange student not on a diploma track should be coded with an Entry Type of 3 (transfer from a public school in a different state or country) and an Exit Type of 3 (transfer to a public school in a different state or country. The school district should retain copies of the student’s foreign exchange paperwork in the student’s permanent file. All other student data are reported in Summer OASIS in the same manner as traditional students. These students should not be coded as returning students (Exit Type 13 or 14).

32. How should an expelled student be coded?

An expelled student should be coded with an Exit Type of 12 (discontinued schooling). If the student re-enrolls in another school or district within the same school year, then that student will be removed from the dropout rate denominator.

33. How should an expelled student who is verified to have enrolled in a public school in another state be coded?

The student should be coded with an Exit Type of 3 (transfer to a public school in a different state or country).

Free Lunch and Low-Income Questions

34. Do I use a certain date in determining whether a student is considered Economically Disadvantaged (Low Income)?

The Economically Disadvantaged (Low Income) information may reflect the most recent student information available to the district.

35. Why isn’t Economically Disadvantaged information pulled from the state’s free lunch program data?

DEED only receives the total count of students receiving free/reduced lunches. Unless the entire district qualifies, DEED would not know which students qualify and which would be considered low income. If a school or district does not participate in the free/reduced lunch program, the school/district must still report Economically Disadvantaged students according to the criteria specified in Alaska Income Eligibility Guidelines for Free and Reduced Meals, as defined in 4 AAC 06.899.(5) Please refer to Guidance on Determining Economically Disadvantaged Status (education.alaska.gov/ESEA/TitleI-A/docs/Guidance_Determining_Economically_Disadvantaged_Status_2017.pdf) for additional information




36. If a student is Free/Reduced lunch qualified at some point of the year, is that student qualified for the entire school year, even if the student exits the Free/Reduced lunch program or exits the school?

Yes. A student who is eligible for Free/Reduced lunch benefits at any point of the school year is qualified for the entire school year.

37. May we report all Migrant eligible students as Economically Disadvantaged (Low Income)?

If a student qualifies as migrant, then that student is eligible for Free/Reduced lunch. The district may, at its option, consider all migrant eligible students as Economically Disadvantaged (Low Income).

38. What is the Free/Reduced lunch eligibility status of a student who qualified at some point for Free/Reduced lunch benefits but later in the school year had low income or migrant benefits withdrawn or denied?

A student who is determined to be eligible for Free/Reduced lunch benefits at any point during the school year is considered eligible for the entire school year.

39. How do districts determine the Economically Disadvantaged (Low Income) status of individual students at schools that do not collect free lunch applications or do not collect free lunch applications annually?

Schools subject to the Community Eligibility Provision (CEP) do not collect meal applications, while Provision 3 schools do not collect applications annually. For CEP and Provision 3 schools that do not collect meal applications and for schools without a National School Lunch Program, the following students should be coded as Economically Disadvantaged:

All directly certified students: TANF, SNAP (food stamps), and foster care All categorically eligible students: migrant, runaway, and homeless All students identified as low income through other official means: Title I Sample Survey,

meal applications submitted when not required

English Learner Questions

40. If a student is qualified as an English Learner at some point of the school year, is that student qualified for the entire school year, even if the student exits the English Learner program or exits the school?

Yes. While an English Learner may stop receiving program services, he or she must meet the exit criteria of being proficient once on the ELP assessment, so an English Learner is considered EL until the end of the school year when the exit determination may be made.


41. How should a student be coded in English Learner Status (Element 24) if the student was identified as an EL-eligible student during the reporting period and scored at the overall proficient level on the spring state-approved assessment of English Language Proficiency?

Code this student with the LT code as the student is considered an English Learner for the entire reported school year. The LT code indicates the student has met the criteria to exit EL status at the end of the reported school year. In the next school year, this student would be coded as M1 (first year of monitoring for a former English Learner).

42. How should a student be coded in English Learner Status (Element 24) if the student was assessed as an English Learner during the school year and was identified as EL-eligible for the first time?

Code this student with the code L1 when in the first year of identification as an English Learner.

43. When do we report a value in ELP Not Assessed Reason?

If a student was enrolled at any time during the ELP assessment testing window (February 3, 2020 through March 31, 2020), was identified as an English Learner (L1 or LP), and did not take the ELP assessment then the district must enter a value in ELP Not Assessed Reason.

44. If we don’t have our testing results back yet, how do we report whether a student was not assessed?

Regardless of when results arrive, districts are expected to know which students were scheduled to test and whether or not the student was assessed. Any student who was eligible to be assessed and was not assessed must have a reported value in ELP Not Assessed Reason.

Entry/Exit Questions

45. How do I report a student who is enrolled simultaneously in more than one school?

Report the student on multiple rows. The student is reported as simultaneously enrolled and attending in each school regardless of whether each school is a regular, alternative, or correspondence programs.

46. How do I code a returning student who enters school at the beginning of the school year, is enrolled for the entire school year, and is expected to continue on in the same school during the following school year?

A student who is enrolled the entire school year will have one row/record with an Entry Date matching the official first day of student attendance and an Exit Date matching the official last day of school for student attendance. Use Entry Type 10 for Returning Students. Use Exit Type 14 for a PK-11th grade student expected to continue on the next year or Exit Type 13 for a 12th grade student who did not graduate, but is expected to return as a 12th grade student.


47. How do I code a student who enters and exits school enrollment several times during the school year?

A student who enters and exits schooling several times during the school year must have multiple rows/records reflecting the student’s multiple entry and exit dates. These students will also have multiple entry and exit types as well as multiple AgDA and AgDM counts. Do not combine multiple entries and exits into a single row/record.

48. How do I code a private school student who is taking public school classes but will graduate from the private school OR a student that is enrolled in more than one public school and will only graduate from one?

Private school students taking public school classes will be assigned an Entry Type of 5 and Exit Type of 5. The student’s Exit Date will be the official last day of the public school attended.

Public school students enrolled in two public schools will be assigned the appropriate Entry and Exit type that matches the type of transfer (1 or 2) at the school from which they are not graduating.

Note: This only applies when the student graduates.

49. How do I code a student who is enrolled in a public school but has been referred outside the district for special education services in a residential setting?

When a school district is fiscally responsible for providing a student’s residential special educational services outside of the district, the district should report the student as being enrolled and in attendance at the school where the student would normally be receiving services if the disability was not an issue.

50. How should I report a mid-year grade promotion or demotion?

If a student is promoted or demoted mid-year and as a result changes schools within the same district, code the student with an Exit Type of 1 from the school the student is leaving and an Entry Type of 1 for the school the student is entering.

For all other students, report the student’s grade level as it was on the student’s entry date. Under no circumstance – including graduation – should a district create a separate entry and exit for the sole purpose of reporting a grade level change.

51. What documentation does a district need to retain in order to prove a student has been exited from a graduation cohort group?

A district that reports a grade 9-12 student as exiting a cohort group must retain documentation that provides definitive proof of the student’s transfer to another diploma track program, emigration, or death. Examples of this kind of documentation can include, but are not limited to:

A records request on letterhead from the school receiving a transfer student (Exit Types 1, 2, 3, 5, or 6)


Program paperwork from a foreign exchange student’s sponsoring agency (Exit Type 3) A published obituary or funeral program (Exit Type 10)

These documents must be retained for three years beyond the student’s Target Cohort Graduation for auditing purposes.

52. How does the district account for a student who was reported at the end of 2019-2020 as expected to return (Exit Types 13 and 14), did not return in 2020-2021, and transferred elsewhere or who was reported at the end of 2019-2020 as transferring to another Alaska public school district (Exit Types 1 and 2) but actually transferred to a private school or a school outside of Alaska in 2020-2021?

The district should report Entry Type 0 (non-enrolled student) and an Exit Type that indicates whether the student transferred to another Alaska district (2), to a different state or country (3), to a private school (5), or to a correctional institution with a diploma-track education program (6). If the student’s status is unknown and/or the student was not received by a diploma-track program, the student should be coded as a summer dropout (0). The Entry Date and the Exit Date must remain blank. Aggregate Days of Attendance and Aggregate Days of Membership must both remain blank.

Accurately reporting these transfers will assist the district and DEED in identifying your district’s and schools’ true cohort groups, which will improve the accuracy of the reported cohort graduation rates.

53. What grade level do I report for a student who previously exited with a Certificate of Achievement in 2014-2015 or 2015-2016, then was issued a regular diploma (Exit Type 22) after taking a College and Career Ready Assessment in 2020-2021?

Because these students were exited from the Alaska public school system with a certificate prior to the issuance of a diploma, they should be coded as adults (Grade = AD).

54. What is a credit recovery program (Entry Type 11)?

A credit recovery program is an academic program which allows students to retake courses and receive high school credit in an alternative setting.

55. A student has left school to attend the Alaska Military Youth Academy (AMYA). What Exit Type should be used?

Districts should use Exit/Withdrawal Type 30 when a student has withdrawn to attend AMYA.

56. A student is returning to school following a period of attendance at the Alaska Military Youth Academy (AMYA). What entry type would be used upon reentry?

Students who return to school after attending AMYA are presumed to have been participating in the credit recovery program. As such, these students should be reported with Entry Type 11.


Alaska Performance Scholarship Questions

57. A graduating student does not qualify for an Alaska Performance Scholarship. What information do I need to provide?

Enter a code of zero (0) for Collegiate Performance Scholarship Eligibility (Element 43) and Career/Technical Performance Scholarship Eligibility (Element 44) to indicate the student is not eligible for an Alaska Performance Scholarship. Elements 45 and 46 must be left blank, as these elements are only entered for students who qualify for an Alaska Performance Scholarship.

58. A student qualifies for the third award level Collegiate Performance Scholarship and the first level Career/Technical Performance Scholarship. Can I report different scholarship levels for Collegiate and Career/Technical Performance Scholarships?

Yes. Please note that a student can be eligible for a higher-level Career/Technical scholarship than Collegiate scholarship; however, the Collegiate scholarship level cannot be higher than the Career/Technical scholarship level, as a student’s ACT or SAT score can be used to qualify for both the Collegiate and the Career/Technical scholarship but WorkKeys can only be used to qualify for the Career/Technical scholarship.

59. A student qualifies for the Career/Technical Performance Scholarship but not the Collegiate Performance Scholarship. Can the student use the Career/Technical Performance Scholarship to pursue a college degree?

The Career/Technical Performance Scholarship can be used for attendance in a career and technical certification program, but not for a degree program. Refer to the Alaska Commission on Postsecondary Education website (acpe.alaska.gov) for more details.

60. A student qualifies for the Alaska Performance Scholarship through the Social Studies and Language option. Does this mean the scholarship will be cancelled if the student decides to major in one of the Math and Science fields?

The academic option is provided to offer two different paths to qualify for the Alaska Performance Scholarship. The choice of academic option does not limit the student’s course of study at their postsecondary institution.

61. What scores does a student need on the new SAT test to qualify for the Alaska Performance Scholarship?

The qualifying scores on the new SAT are 1210 for Level 1, 1130 for Level 2, and 1060 for Level 3. The new SAT scores required for APS qualification are based on a concordance released by The College Board that compares the new SAT scores with those required under the old SAT score range (600-2400). The concordance may be obtained at The College Board website (collegereadiness.collegeboard.org/educators/higher-ed/scoring-changes/concordance).

62. Can students combine scores from the old SAT and new SAT test scores? What about the old WorkKeys and the new WorkKeys?


https://collegereadiness.collegeboard.org/educators/higher-ed/scoring-changes/concordance

No. The old SAT consisted of three sections: Critical Reading, Math, and Writing. The new SAT varies in design, section structure (only two sections instead of three: 1 - Evidence-Based Reading & Writing and 2 - Math), score scale, and measures different academic concepts; therefore, a numerical section score on the old SAT may not be equivalent to a numerical section score on the new SAT. A student qualifying for APS using an SAT combined score will only be allowed to combine section scores from the same version of the test to create a highest combined score. Likewise, the scoring scales differ between Version 1 and Version 2 of the WorkKeys test. To qualify for the Alaska Performance Scholarship, students must complete all three sections of WorkKeys from the same version of the test.

Migrant Questions

63. If a student is a qualified migrant student at some point of the year, is the student qualified for the entire school year even if that student exits the migrant program or exits the school and/or does not continue to receive migrant services?

Yes. Any student who has migrant status at some point between 7/1/2020 and 6/30/2021 should be reported as a migrant student in the Summer OASIS file.

Active Duty Parent/Guardian Questions

64. Why do I need to report whether a student has a parent or guardian on active duty?

In 2015, the Legislature amended AS 14.03.120 as part of HB 278. The State Board of Education subsequently amended 4 AAC 06.895(l) and 4 AAC 06.899 creating and defining the subgroup for “students from families on active military duty.” Subgroup-level data for students with a parent/guardian on active duty will now be reported in the annual “Alaska’s Public Schools: A Report Card to the Public” publication drafted by the Department of Education & Early Development, as well as the district- and school-level Report Cards completed and distributed by school districts. This information is also a required data element under the Every Student Succeeds Act, which became federal law in December 2016.

65. What are the uniformed services?

Per 10 U.S.C. § 101(a)(5), the uniformed services of the United States include the armed forces – Army, Navy, Air Force, Marine Corps, and Coast Guard – the commissioned corps of the National Oceanic and Atmospheric Administration, and the commissioned corps of the Public Health Service.

66. What is meant by “active duty” in the Alaska National Guard?

“Active duty” in the Alaska National Guard means the parent/guardian is a reservist in an activated status or in a full-time position.

The time a member of the Alaska National Guard spends in training drills – one weekend a month, two weeks per year – is not considered active duty status.
